Administrative Services Manager I - Sustainability Department (County Promotional Only)

County of San Mateo•San Mateo, CA

6d•Onsite

About The Position

San Mateo County Sustainability Department is seeking a creative and highly analytical individual for the position of Administrative Services Manager I (ASM) to oversee the Department’s administrative functions. The ASM will provide fiscal, procurement and grants oversight; coordinate a variety of administrative support functions within the department; assist in the development, implementation and interpretation of administrative policies and procedures; and train and supervise assigned personnel. This Administrative Services Manager I (ASM) is a hands-on, multi-faceted role that is broad in scope but extremely detailed and technical in nature. The ASM is a supervisory management position responsible for overseeing and coordinating all or most of the administrative support functions within the department including finance, budget, administration, personnel management, purchasing, contract administration, clerical support, management analysis, research, program evaluation and/or other related functions. The ASM will also support the department in the development and overall management of a Grant Program for identification, pursuit, and implementation of federal, state, and philanthropic grants and funding focused on sustainability programs and projects. This includes developing and supporting systems to manage the entire grants lifecycle, managing and/or guiding analyst and program level staff in identifying opportunities, developing concept papers and proposals, submitting grant applications, project implementation, and grant closeout. The ASM will receive direction from the Executive Leadership team and exercise direct and indirect leadership over professional, technical and/or clerical team members.

Requirements

Knowledge of: Advanced principles and practices of organizational analysis, systems improvement, research methodology, and strategic workforce planning.
Core functions and operations of the assigned County department, including its organizational structure and administrative processes.
Advanced principles of financial administration, including public budgeting and reporting.
Commonly used business software, enterprise systems, and productivity applications relevant to County operations.
Principles and best practices in team leadership, professional development, and performance feedback.
Skill/Ability to: Oversee, support, and coordinate a diverse range of administrative and operational functions aligned with department goals.
Collaborate effectively with internal teams, other departments, external agencies, and community partners.
Analyze a broad range of moderate to complex administrative/operational problems and develop data-informed recommendations.
Interpret and apply County policies, guidelines and procedures; develop recommendations for improvements, as necessary.
Provide inclusive supervision, coaching, and development for assigned team members.
Communicate clearly, respectfully, and effectively in both written and verbal formats.
Perform complex mathematical and statistical calculations accurately.
Build and maintain productive working relationships with those contacted in the performance of required duties.
At least three years of progressively responsible experience performing a broad range of administrative duties in a large and complex public-sector organization.

Nice To Haves

Knowledge of relevant climate mitigation, energy efficiency, climate resilience, stormwater management, waste reduction and management programs and initiatives.
Possession of great leadership skills and can mentor, inspire, and motivate staff.
Proficiency in using accounting, financial, budgeting, data, analytical, and/or project management software including Excel and other information systems (such as the County's OFAS, Sherpa, Socrata, Workday, Asana).
The ability to analyze complex problems accurately, develop practical recommendations, and take appropriate action to resolve them.
The ability to be politically astute, a strategic thinker, and a planner.
The ability to analyze moderate-to-complex budgetary, contract, accounts payable, and claiming issues and recommend actions to resolve issues.
Knowledge of sustainability, climate, social, racial, political, and environmental issues influencing sustainability programs specific to San Mateo County and the State of California.
Highly skilled in the effective use of automated systems and applications to perform analyses and prepare reports.
Able to communicate concisely and effectively, both verbally and in writing to convey financial information to a diverse audience in reports, workbooks, and instructions.
Able to build strong, effective relations and partnerships by using a collaborative style in reaching solutions to problems and accomplishing goals.
Able to develop workbooks, track and report financial data, and recommend courses of action.
A quick learner who works well independently and as part of a team.
Able to work in a fast-paced, deadline-driven environment.
Open-minded, creative, and comfortable with change.
Detail-oriented while able to see the big picture.

Responsibilities

Organize, oversee and coordinate the central administrative services operations for the department.
Lead department budget preparation including cost analysis and rationale; and liaise with County Executive Office to align budget activities.
Maintain fiscal controls, forecast revenues and expenditures, and conduct statistical evaluation and analysis.
Administer and evaluate departmental contracts and oversee systemic improvements.
Advise County Human Resources Department and department leadership on staffing and organizational matters within assigned department.
Conduct analysis or direct the automation of various fiscal and programming record keeping processes.
Design and recommend systems, procedures, forms and instructions for departmental use.
Supervise professional, technical, and clerical team members in payroll, purchasing, property control, office management, and other administrative support functions.
Conduct studies and make recommendations regarding organization, staffing patterns, program activities and internal procedures.
Ensure seamless and timely process for all tasks, communication, and reports related to the grant process, including identifying opportunities, developing concept papers and proposals, submitting grant applications, project implementation, and grant closeout.
Initiate and maintain effective utilization of office space, equipment, furniture, forms, office supplies, etc.
Perform related duties as assigned.