Job Description

Posting number: 00368

Department: Public Works Services

Job classification: Administrative Services Manager

Posting type: Promotional

Categories: Public Works

Summary

Under the supervision of the Assistant City Manager, the Administrative Manager reports provides management and oversight of administrative services supporting the Public Works and Engineering Departments. This position is responsible for supervising administrative personnel, coordinating administrative operations, overseeing departmental administrative systems and processes, and supporting financial procurement including work orders, asset management, reporting, customer service, and related functions. The Administrative Manager works independently with limited supervision and is expected to report major activities and progress through periodic meetings.

Examples of duties

• Manage administrative staff and day-to-day administrative support activities for the Public Works and Engineering Departments, ensuring consistent and effective service delivery across both departments.
• Develops, reviews, standardizes, and continuously improves administrative systems, workflows, policies, and procedures supporting Public Works and Engineering.
• Develops, monitors, analyzes, and updates various reports, process improvements, records, projects and plans.
• Coordinates and manages office events and meetings, trainings and conferences.
• Responsible for preparation of the Public Works and Engineering departmental budgets including the reconciliation of budgetary line-items and forecasting. Monitors and implements line-item projections for specific accounts.
• Handles logistics by ensuring equipment purchases are in compliance with various regulations; establishes means for accountability for department assets; meets with department staff regularly to ensure compliance of department regulations.
• Provides management oversight and ensures administrative ownership of the City's work order and asset management systems supporting Public Works and Engineering including assignment of system administration responsibilities, data integrity, user access, workflow consistency, reporting, and coordination of system improvements.
• Reviews procurement, maintenance, and service contracts and coordinates with vendors and department personnel. Prepares reports on spending trends, expenditures, staffing needs, and operational performance.
• Guides and supports administrative staff in handling incoming calls, service requests, and resident communications, and other administrative functions supporting Public Works and Engineering. Responsible for the preparation of the performance measures monthly report.
• Serves as an essential employee in the event of a major event requiring Public Works staff support.
• Remains accessible via personal cell phone to address job-related issues or emergencies using City applications.
• Other duties as assigned.

Qualifications

Formal Education: Bachelor’s degree from an accredited college or university in business administration, public administration, or a related field.

Relatable Work Experience: Five (5) years of clerical or administrative support in a professional environment. Two (2) years of supervisory experience.

Training, Licenses, and Certifications: Valid class C Texas driver license.

Preferred Qualifications: None.

Disclaimer: Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full-time experience is defined as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.

Supplemental information

• Knowledge of public administration practices and procedures.
• Knowledge of research, analysis, and interpretation of complex and/or sensitive municipal issues.
• Knowledge of administrative business systems, work order management, asset management, records management, and related operational processes.
• Ability to develop reports, performance indicators, and management information from work order, asset management, financial, and other administrative systems.
• Knowledge of City policies and procedures.
• Skill in effective oral and written communications.
• Proficiency in the use of computers and related equipment, hardware, and software to include Microsoft Office for the development of various communications, budgets, presentations, graphics, charts, management level papers/reports and grants.
• Ability to establish and maintain professionally effective relationships with external public/vendors, internal management and non-management employees, and City and other government officials.
• Ability to develop, implement, and administer goals, objectives, and procedures for providing effective and efficient services for the City.
• Position requires frequent walking, bending, kneeling, lifting up to 50 pounds with assistance, push/pull of materials, and carrying materials as necessary.
• Subject to sitting and standing to perform essential functions in an office environment.
• Position requires strong verbal and written communication abilities.
• Regularly scheduled for a 40-hour work week, Monday through Friday with overtime occasionally required