Administrative Manager

The Position

Administrative Manager

REVISED 11/01/2024: PLEASE NOTE REVISION TO APPLICATION FILING DEADLINE DATE.

Annual Salary Range: $90,000 - $105,000

Placement within this range is dependent on qualifications, experience, and ultimately established by the WEASA Board of Directors.

The West End Animal Services Agency is looking for its first Administrative Manager! Are you passionate about serving the community and supporting a team that is committed to making a positive impact? The West End Animal Services Agency is seeking a well-qualified collaborative leader with experience in animal services management, community engagement and outreach, and is a continuous learner of best practices in the animal sheltering industry. The West End Animal Services Agency will begin providing Animal services July 1, 2025, which include animal control and sheltering services. The Assistant Director will play a pivotal role in building this operation from the ground up and ensuring this timeline is met.

Under administrative direction of the Executive Director of Animal Services, the Administrative Manager provides assistance in delivering the highest quality Animal Control and Sheltering Services to the community. The Administrative Manager organizes, manages, and directs the operational management of the administrative components of animal control, services, and shelter operations for the member agencies and contract cities/county.

The WEASA Assistant Director of Animal Services will serve as the ultimate hiring authority.

The WEASA is not employed by the City of Ontario nor City of Chino. The successful candidate will be an at-will employee of the West End Animal Services Agency and ultimately they will be appointed by and serve under the WEASA Assistant Director of Animal Services .

Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the Agency, will be invited to participate further in the selection process. All applicants must provide an attached Resume and Cover Letter. Those candidates whom fail to attach these items will not move forward in the selection process.

Learn more about this amazing opportunity by clicking on the link below to review the job brochure!

View the Administrative Manager Brochure

Examples of Essential Functions

• Oversees the daily administration and operation of the customer service/dispatch staff of the Agency.
• Works closely with the Executive Director of Animal Services and the Assistant Director of Animal Services in carrying out the vision, mission and objectives for the Agency.
• Assists in the management, direction, planning, organizing, and coordination of the overall activities, goals, objectives, and priorities of the Agency.
• Plans and evaluates the performance of assigned staff; establishes performance requirements and personal development targets.
• Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; ensures policy and regulations are properly communicated to staff.
• Performs a variety of administrative, budgetary, and database support functions, while monitors the Agency's budget and revenue and prepares budget documents as needed.
• Is the system administrator for Animal Services Software systems such as Animal Licensing, HR/Payroll systems, and the Shelter Management.
• Provides administrative support to the Agency, such as conducting special projects, reports, or compiling statistics; compiles and maintains posts, files, as well as a variety of records and reports relating to assigned programs.
• Attends and participates in professional group meetings; stays up to date of new trends and innovations in the field of animal control.
• Develop and promote effective relationships with other agencies, contracted city and county departments, local and humane agencies and community organizations.
• Participates in community outreach efforts as applicable to the department assigned.
• Prepares or directs the preparation of a variety of studies and reports related to current animal shelter issues and long-range Agency needs and develops specific proposals to meet them.
• Investigate and resolve complaints/issues regarding animal control, shelter facilities, staff performance, and overall operations.
• Assists in the enforcement of federal, state, and local laws and ordinances relating to animal sheltering and animal control services.
• Conducts a variety of studies, investigations, and operational analyses; recommends modifications to animal control programs, policies, and procedures as appropriate.
• Presents on behalf of the Executive Director before the WEASA Board of Directors, City Council members, various agencies, community groups and the media on the City's animal services operations and initiatives.
• Performs other duties as assigned.

Knowledge of:

• Principles and practices of public administration, including budgeting, purchasing, contract administration, strategic planning, maintenance of public records and customer satisfaction.
• Financial procedures and regulations including those related to federal and/or state grant programs, governmental fund management, and sources of funding for meeting animal services program and service delivery needs.
• Federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibility including licensing, animal sheltering, animal control, animal welfare, health and safety.
• Principals of animal behavior and care; occupational hazards and standard safety practices necessary in animal services.
• Organization, functions, legal requirements, and practices of the WEASA Board of Directors, and other boards/committees/working groups.
• Computer software applications.
• Research methods and analysis techniques.
• Principles and practices of effective leadership, management and supervision.

Ability to:

• Evaluate agency programs and services and makes changes or recommendations for improvement and develop budgets that maximize available resources for optimal outcomes.
• Communicate effectively orally and in writing to diverse audiences; present ideas and concepts persuasively in speaking before groups or in writing for publication.
• Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
• Exercise tact and diplomacy in dealing with sensitive and complex issues and situations.
• Understand, interpret, explain and apply federal, state and local policies, laws, regulations, and court decisions applicable to areas of responsibility.
• Exercise sound, expert independent judgement within general policy guidelines.
• Supervise, evaluate, motivate, coach, mentor, and develop assigned staff.
• Operate a computer using relevant word processing, spreadsheet, database, and other software.
• Establish and maintain collegial working relationships with the Board of Directors, City Managers, City Council members, Staff, volunteers, interest groups, the community at large, regulatory and other governmental agencies, granting organizations, media, and others encountered in the course of work.
• Deal constructively with conflict and develop effective resolutions.
• Maintain the highest standards of integrity and professional ethics in complex dealings with diverse stakeholders.

Qualification Guidelines

Any combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. A typical combination includes:

Educational Requirements

A bachelor's degree from an accredited college or university in Public Administration, Business Administration, Animal Care, Animal Health & Science, or related field. Additional experience may be substituted on a year for year basis.

Candidates qualifying by way of degree require proof of successful completion of a bachelor's degree and must be provided by way of attachment to your online application or as an email attachment sent to the Hiring Agency Representative at, or before, time of the reference check process. Acceptable forms of proof include Unofficial Transcripts, Official Transcripts, Photos and/or Photocopies of Institutional Degree/Certifications.

Experience Requirements

Three (3) years of professional experience at a management or supervisory level in a public organization related to animal control, sheltering, and animal care services or other similarly complex operations or programs.

Licenses

Individuals must be physically capable of operating a motor vehicle safely and possess a valid Class C California Driver's License OR be able to demonstrate the ability to travel on scheduled or unscheduled visits to various locations which may or may not be reachable by public transportation. This requirement applies at time of appointment and throughout employment in this classification.

Special Requirements

• This position requires the ability to work in a standard office environment with continuous upward and downward flexion of the neck.
• Frequently sitting, repetitive use of hands to operate computers, printers and copiers.
• Occasional walking, standing, bending and twisting of neck, bending and twisting of waist, squatting, simple grasping, reaching above and below shoulder level, and lifting and carrying of files weighing up to 25 pounds.
• Some exposure to cold, heat, noise, outdoors, confining work space, and chemicals;
• Ability to travel to different sites and locations; ability to attend evening and weekend meetings;

BENEFITS SNAPSHOT

Here at the West End Animal Services Agency, you and your family are important to us. Our benefits programs are designed to support you and your loved ones through life's transitions and stages. We offer medical, dental, vision, flexible spending, life insurance, retirement plan savings and so much more!

EMPLOYEE ASSISTANCE PROGRAM

Mental health awareness, legal assistance, financial coaching, child & eldercare assistance, pet insurance, counseling sessions, gym membership discounts, rideshare program, and much more!

MEDICAL, DENTAL, & VISION

West End Animal Services Agency provides medical, dental, & vision insurance that fits you and your family's needs. Below is a snapshot of the programs available to you and your family! HMO & PPO Plans

Medical- California Choice- Up to $2,250 per month city contribution

Dental- Up to $231.13 per month employer contribution- Family PPO

Vision- Up to $170.45 per month employer contribution- Family

RETIREMENT

The Agency has Deferred Compensation Plans available through Voya Financial. Employer paid contributions of 10% of base salary to a 401(a) plan and 3% of base salary to the 457b deferred compensation plan. Employees are eligible to make additional voluntary deductions to the 457b deferred compensation plan.

VACATION

3 Weeks of Annual Leave

40 Hours of Management Leave each year

10 Paid Holidays per year

ADDITIONAL BENEFITS

Auto Allowance of $350 per month

Cell Phone Allowance of $100 per month

Life Insurance $106,000 in coverage

AD&D $109,000 in coverage

Flexible Spending Accounts

01

INSTRUCTIONS: The information on your application and the following supplemental questionnaire responses will be used in the evaluation of your qualifications. Detailed responses should be provided to ensure your qualifications are properly considered. If the item does not apply, please enter N/A. By continuing, you are certifying that all information provided in the supplemental questionnaire is true to the best of your knowledge.

• I understand the above statement

02

All applicants must provide an attached Resume and Cover Letter. Those candidates whom fail to attach these items will not move forward in the selection process.

• I understand the above statement.

03

This opportunity is a position with the West End Valley Animal Services Agency and not an employee with the City of Ontario nor City of Chino.

• I understand with the above statement.

04

Candidates qualifying by way of degree require proof of successful completion of a bachelor's degree and must be provided by way of attachment to your online application or as an email attachment sent to the Hiring Agency Representative at, or before, time of the reference check process. Acceptable forms of proof include Unofficial Transcripts, Official Transcripts, Photos and/or Photocopies of Institutional Degree/Certifications.

• I understand the above statement

05

Do you possess a bachelor's degree from an accredited college or university in Public Administration, Business Administration, Animal Care, Animal Health & Science, or related field?

• Yes
• No

06

Do you possess three (3) years of professional experience at a management or supervisory level in a public organization related to animal control, sheltering, and animal care services or other similarly complex operations or programs?

• Yes
• No

07

Please describe in detail your experience in managing customer service and/or animal services operations. Please note the years of experience, organization, and operational size as well as operating budget.

08

In 500 words or less, please tell us about a time when you implemented a new process or system to improve service delivery. What was the outcome? Why was it important to implement the new process? How did you ensure its success?

Required Question

Agency City of Ontario

Address 200 North Cherry Avenue

Ontario, California, 91764

Phone 909.395.2455

909.395.2000

Website http://www.ontarioca.gov