Administrative Support Manager

The Metropolitan St. Louis Sewer District•Saint Louis, MO

About The Position

Essential Functions: Provides leadership and manages the daily operations of an administrative support group. Directs, develops, and motivates staff to meet objectives that assist in achieving the District's strategic business plan. Plan, organize, and schedule staff work assignments to provide excellent customer service. Train and supervise the work of subordinate personnel. Maintain written procedures, records, and statistics and prepare reports. Permits, Central Files, and Graphics: Plans, organizes, and schedules staff work assignments relating to contract administration of capital and private development construction. Such activities shall include but not necessary be limited to the release/forfeiture of moneys deposited with the District by private developers and execution of the associated documentation. Receipt and processing of as-built drawings. Data entry of project information such as schedule and status. Coordinate with other Engineering Division's and the Finance Department on the capitalization of constructed assets. Setup contract funding and adjust purchase orders as needed for projects based on pay applications, change orders, and contract amendments. Plans, organizes and schedules staff work assignments relating to project setup, generating and issueing project permits. Manages work relating to the processing of private development projects and the issuance of sewer construction permits. Monitors the collection of all fees to ensure accurate documentation and deposit of monies. Investigates complex problems related to private connections to public sewers and resolves complex problems with drain layers. Meets with developers, contractors and the general public regarding connections and permits. Confers with engineers on project processing and permitting requirements and coordinates collection of fees. Compiles data for complex reports to be reported to Management Team as well as the MSD Budget Supplement. Manage the maintenance, tracking, and delivery of District infrastructure records in accordance with State Statute, Information Governance policies and archival record standards. Activities shall include but not necessarily be limited to utilization of software applications to track and manage physical and electronic records. Coordination of information to determine best practice and timing for conversion of physical to electronic records. Managing records sent to offsite storage. Ensuring proper application of retention requirements for records. Research and coordination of production of records in response to Sunshine requests. Manage the delivery of specialized digital and hard copy graphics related work. Oversee customer service regarding design and production of graphics work products like digital signage, brochures and newsletters. Troubleshoot problems with computers, high speed scanners, and printers. Assist in development of specifications and costs for procurement of equipment and vendor services, and management of contracts. Additional Responsibilities. Performs related work as required or as delegated by supervisor.

Requirements

Associate Degree or 60 college credit hours towards business administration, management, or related field, and five years of progressively responsible administrative support/customer service experience, with at least two years managerial/supervisory experience.
Considerable supervisory and technical knowledge of District ordinances and department rules and regulations.
Considerable knowledge of filing systems.
Good knowledge of modern office practices and procedures.
Considerable skill in supervisory techniques and applications
Good knowledge of Oracle Projects and Purchasing modules and working knowledge of general business software.
Considerable skill in maintaining records and preparing reports.
Considerable skill in establishing and maintaining effective working relationships with developers, contractors and the general public.
Good skill in reading and interpreting sewer maps and plans
Good skill in supervising the work of others.
Considerable supervisory and technical knowledge of District ordinances and department rules and regulations.
Considerable knowledge of filing systems and record management software like Laserfiche and Accutrac.
Considerable skill in supervisory techniques and applications.
Working knowledge of private development project tracking software and general business software, and technical knowledge of computer systems.
Considerable skill in maintaining records and preparing reports.
Considerable skill in establishing and maintaining effective working relationships with consultants, developers, contractors and the general public.
Good skill in reading and interpreting sewer maps and plans.
Good skill in supervising the work of others.
Must possess a valid driver's license issued by the state in which the employee resides.
Pursuant to MSD's "Substance Abuse Policy and Procedures," this position has been designated as non-safety sensitive and candidate must pass a Non-D.O.T. Drug Test for this position.
Employees of MSD must have a meets expectations.

Responsibilities

Provides leadership and manages the daily operations of an administrative support group.
Directs, develops, and motivates staff to meet objectives that assist in achieving the District's strategic business plan.
Plan, organize, and schedule staff work assignments to provide excellent customer service.
Train and supervise the work of subordinate personnel.
Maintain written procedures, records, and statistics and prepare reports.
Plans, organizes, and schedules staff work assignments relating to contract administration of capital and private development construction.
Receipt and processing of as-built drawings.
Data entry of project information such as schedule and status.
Coordinate with other Engineering Division's and the Finance Department on the capitalization of constructed assets.
Setup contract funding and adjust purchase orders as needed for projects based on pay applications, change orders, and contract amendments.
Plans, organizes and schedules staff work assignments relating to project setup, generating and issueing project permits.
Manages work relating to the processing of private development projects and the issuance of sewer construction permits.
Monitors the collection of all fees to ensure accurate documentation and deposit of monies.
Investigates complex problems related to private connections to public sewers and resolves complex problems with drain layers.
Meets with developers, contractors and the general public regarding connections and permits.
Confers with engineers on project processing and permitting requirements and coordinates collection of fees.
Compiles data for complex reports to be reported to Management Team as well as the MSD Budget Supplement.
Manage the maintenance, tracking, and delivery of District infrastructure records in accordance with State Statute, Information Governance policies and archival record standards.
Manage the delivery of specialized digital and hard copy graphics related work.
Oversee customer service regarding design and production of graphics work products like digital signage, brochures and newsletters.
Troubleshoot problems with computers, high speed scanners, and printers.
Assist in development of specifications and costs for procurement of equipment and vendor services, and management of contracts.
Performs related work as required or as delegated by supervisor.