Public Works Administration Manager

City of Avondale•Avondale, AZ

22h•Onsite

About The Position

The City of Avondale has an opportunity for a Public Works Administration Manager with the Public Works Department. This role provides leadership, management, supervision, and direction to the Public Works administrative team. The manager will review and evaluate the work of the assigned administrative staff to ensure high-quality deliverables, oversee the processing of requisitions and payments, and supervise the Department's Customer Service functions. Responsibilities also include preparing, monitoring, reporting, and assisting with all Public Works Department financial matters, including operating and capital budgets, enterprise funds, and grant administration. The position assists in strategic planning and performs complex research, analysis, and long-range forecasting. Functions as an executive staff member of the Public Works Department for guiding and recommending appropriate policy and Department direction.

Requirements

A Bachelor’s Degree in Accounting, Business, Management, Finance, Public Administration or related field is required.
Work requires broad knowledge in a general professional or technical field.
Five (5) or more years of progressive responsibility working in a government setting, including experience supporting the goals of the administration, customer service, developing and managing department and division budgets, and general procurement processes are required.
Experience working with enterprise resource programs such as Munis, Oracle, SAP, or similar is required.
An equivalent combination of education and experience may be considered if sufficient to perform the essential duties of the role as listed herein.
A valid Arizona Driver’s License is required upon hire.

Nice To Haves

Knowledge of public works or engineering operations is preferred.
Three (3) or more years of supervisory experience is preferred.

Responsibilities

Supervises the customer service and administrative functions of the Department.
Provides direct supervision to administrative and customer service staff.
Manages staff work schedules, assigns work tasks, tracks progress, evaluates performance, and provides reinforcement or corrective direction as necessary.
Manages internal and external customer service protocols for the Public Works Department.
Oversees the receipt and dispatch of work requests to field operations staff, and tracks overall work order volume and status.
Coordinates, receives, responds to, and resolves citizen requests for information, inquiries, concerns, complaints, and problems about departmental programs.
Conducts follow-ups with customers to evaluate overall department performance.
Coordinates after-hours answering service procedures.
Evaluates overall customer service performance by developing and using data metrics, and provides customer service reports to Department management.
Manages and supports special Department functions and coordinates with other City departments for special event support.
Manages municipal procurement processes for the Department.
Coordinates procurement activities from start to finish.
Works with staff to identify contract needs and properly manage implementation.
Performs routine and complex administrative work in coordination with the City’s formal and informal bid processes; provides guidance and support with general purchasing activities related to Department purchase orders.
Ensures procurement policies and procedures are followed.
Develops and updates department policies and procedures to comply with the City procurement code.
Assists the Department in managing and monitoring goods and services contracts.
Ensures contracts are in place and contract terms and conditions are sufficient for department needs.
Manages payables for the Public Works Department, including the processing of invoices and purchasing card transactions.
Ensures procurement, invoice, and receipt documents are properly reported in the City’s financial management software.
Supervises administrative staff who enter data and performs quality control oversight of transactions.
Prepares budget documents for the Public Works Department and advises on the Department's budget, including projections and budget monitoring.
Provides budget reports to Department staff.
Coordinates content for print media, social media, and website platforms for the Department.
Creates and updates the content as necessary.
Coordinates with other City Departments to publish or post information as needed.
Monitors responses to social media and identifies trends.
Coordinates and performs extensive research for special projects; collects information on operational and administrative problems and performs comprehensive analysis; synthesizes information and makes recommendations on policy issues.
Develops reports and presentations for City Council, City Management, and Public Works Department management.
Supports Department Divisions in the development of standard operating procedures.
Develops, writes, maintains, and updates records of Department standard operating procedures.
Coordinates closely with the Department Safety Committee in the development of safety procedures, Job Hazard Analysis Forms (JHAs), and safety training.
Coordinates efforts toward seeking and maintaining industry accreditations.