Job Description

Posting number: FY2025-01482

Department: Public Works

Job classification: Administrative Services Manager

Posting type: Open

Categories: Administration, Public Works, Management, Miscellaneous

GENERAL STATEMENT OF JOB

Under limited supervision, this position is responsible for managing and coordinating the operational services of the department to include budget coordination, program auditing, and the development and implementation of policies and procedures for administrative and operational activities to enhance efficiency and streamline work processes. Reports to the Director of Public Works.

ESSENTIAL JOB FUNCTIONS

Responsible for the effective supervision and administration of the operational services of the department, including Stormwater, Streets & Highways, Mosquito Control, and Waste Management. Responsibilities also include budget preparation and monitoring, purchasing and financial transactions, travel transactions/arrangements when needed for staff.

Responsible for the effective supervision of assigned staff, including selecting or recommending selection, training, assigning and evaluating work and mentoring staff. Duties to include operational and capital budget recommendations and monitoring expenditures, prioritizing and assigning work and related activities.

Operational functions to include the managing of administrative tasks associated with the purchase of departmental vehicles.

Directs facility maintenance, ordering supplies for repairs, submitting required documents for the purchase of operational equipment and supplies, communicating with General Services staff to facilitate needed requests related to the overall functioning of the facility. Assists with relocating, repairing and moving office supplies and/or equipment.

Manages contracts through all divisions within Public Works.

Serves as liaison between out stationed Department of Information Technology employees and the Department of Public Works.

Assists in managing capital improvement projects. Completes requests for RFP's for special projects or services.

Serves as liaison between Risk management in the reporting accidents and incidents in the department.

Assists with the Development and implementation of standard operating practices, policies and procedures within assigned division.

Responsible for the effective supervision and administration of the administrative services of the department, including budget preparation and monitoring, purchasing and financial transactions, performance management, employee relations, prioritizing and assigning work and related activities; advises department managers on financial and budgetary matters; conducts financial audits for department programs and assists with preparing short and long term expenditure recommendations.

Monitors all applicable employee certifications and professional licensure requirements and ensures they are maintained by staff.

Participates in the research, development and implementation of strategic initiatives; assists with developing and coordinating implementation of departmental policies and procedures; coordinates systematic programs for administrative and operational activities to enhance e-ciency, streamline work processes, and improve employee productivity.

Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Examples of duties

PERFORMANCE INDICATORS

Knowledge of Job Has thorough knowledge of city and departmental rules, regulations, policies and procedures, and the ability to interpret them. Has thorough knowledge of the organization and functions of the city. Has thorough knowledge of o-ce practices and procedures, documentation and computer systems and common software applications. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary; considerable knowledge in the operation of common office equipment including computer-based word processing, spreadsheets and file maintenance programs. Ability to make independent, routine administrative decisions in accordance with laws, regulations, and city policies and procedures. Able to solve problems and answer questions. Independently manage and administer projects and programs, develop and modify work procedures, and identify methods and processes to improve efficiency. Ability to screen communications and determine content matter to handle independently or route to proper source. Ability to correct spelling, grammar, punctuation and typing errors and use independent judgment in organizing and establishing format; ability to gather information from a variety of sources and draft documents and establish and maintain moderately complex files. Ability to communicate effiectively orally and in writing. Is able to exercise considerable discretion in handling confidential files. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Quality of Work Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interacts within department and division, and with coworkers and the general public.

Quantity of Work Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."

Dependability Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time off requests.

Initiative and Enthusiasm Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.

Cooperation Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Relationships with Others Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Interacts effectively with fellow employees, program clients, Director of Parks, Recreation and Tourism, professionals and the general public.

Coordination of Work Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.

Safety and Housekeeping Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Planning Plans, directs and uses information effectively in order to enhance activities and production of the department. Knows and understands the expectations of the city regarding the activities of the division and works to see that these expectations are met. Designs and formulates ways, means and timing to achieve the goals and objectives of the department and the division. Within the constraints of city policy, formulates the appropriate strategy and tactics for achieving division and departmental objectives. Organizes, arranges and allocates manpower, financial and other designated resources in an efficient and effective way so as to achieve the goals and objectives of the division and department.

Organizing Organizes work and that of subordinate staff well. Ensures that staff members know what results are expected of them and that they are regularly and appropriately informed of all city and department matters affecting them and/or of concern to them.

Staffing Works with other department officials and management to select and recommend employment of personnel for the division who are qualified both technically and philosophically to meet the needs of the division and the department. Personally directs the development and training of division personnel in order to ensure that they are properly inducted, oriented and trained.

Leading Provides a work environment, which encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to staff so that they know whether their performance levels are satisfactory. Commends and rewards employees for outstanding performance yet does not hesitate to take disciplinary action when necessary. Exercises enthusiasm in influencing and guiding others toward the achievement of department goals and objectives.

Controlling Provides a work environment, which is orderly and controlled. Coordinates, audits and controls manpower and financial resources efficiently and effectively. Coordinates, audits and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of city standards, methods and procedures.

Delegating Assigns additional duties to staff as necessary and/or appropriate in order to meet division goals, enhance staff abilities, build confidence on the job and assist staff members in personal growth. Has confidence in staff to meet new or additional expectations.

Decision Making Uses discretion and judgment in developing and implementing courses of action affecting the division. When a particular policy, procedure or strategy does not appear to be achieving the desired result, moves decisively and definitively to develop and implement alternatives.

Creativity Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of the division and the department. Employs imagination and creativity in the application of duties and responsibilities. Is not adverse to change.

Human Relations Strives to develop and maintain good rapport with all staff members. Listens to and considers suggestions and complaints and responds appropriately. Maintains the respect and loyalty of staff.

Policy Implementation Has a clear and comprehensive understanding of city policies regarding the division, department, and city function. Adheres to those policies in the discharge of duties and responsibilities and ensures the same from subordinate staff.

Policy Formulation Keeps abreast of changes in operating philosophies and policies of the city and continually reviews division policies in order to ensure that any changes in city philosophy or practice are appropriately incorporated. Also understands the relationship between operating policies and practices and department morale and performance. Works to see that established policies enhance same.

Qualifications

EDUCATION & EXPERIENCE

Bachelor’s Degree in Public Administration, Business Administration, Accounting, Facility Maintenance & Operations or a related field and 5-7 years of related experience with 2-3 years of supervisory and management experience, or an equivalent combination of education and experience.

SPECIAL REQUIREMENTS

An acceptable general background check to include a local and state criminal history check and sex offender registry check.

A valid driver’s license with an acceptable driving record.

Individual is required to perform shelter duty in the event of a state of emergency; able to work outside normal business hours when needed and perform on-call functions. Position requires responsiveness to building operations emergencies on weekends and after normal business hours.

Supplemental information

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements Must be physically able to operate a variety of automated office machines which include computer, adding machine, calculators, copiers, facsimile machines, telephones, etc. Must be able to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary Work involves sitting most of the time, but may involve walking or standing for periods of time.

Data Conception Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and/or directions to subordinates or assistants.

Language Ability Requires the ability to read a variety of correspondence, reports, records, forms, statistical summaries, policy manuals, etc. Requires the ability to prepare reports, correspondence, records, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.

Intelligence Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatical form; deal with several abstract and concrete variables.

Verbal Aptitude Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including legal, medical and insurance terminology.

Numerical Aptitude Requires the ability to utilize mathematical formulas, to add and subtract, multiply and divide. Must be able to utilize decimals and percentages; interpret graphs.

Form/Spatial Aptitude Requires the ability to inspect items for proper length, width and shape.

Motor Coordination Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with persons acting under stress.

Physical Communication Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).

AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification, but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.