Administrative Services Manager

TARGET CLOSE DATE

05/03/2024

Note: This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System.

Grade 27

The pay range for the listed pay grade varies depending on the employing agency. Click HERE and then select the desired agency to view the pay range for that employer.

Administrative Service Managers working in the Merit System are responsible for directing the administrative functions and processes of their respective departments. Employees in this job class create and implement departmental initiatives such as new software programs and policies and procedures. They are responsible for maintaining records regarding departmental functions and purchasing necessary equipment and supplies for departmental operations. Administrative Services Managers also monitor the departmental budget, and direct the work activities of subordinate personnel.

TYPICAL JOB DUTIES:

• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data and ensuring expenditures are within annual budgetary limits.

• Oversees departmental functions by designing and implementing processes, creating policies and procedures, communicating with internal and external entities, researching programs and systems to improve efficiency, and ensuring compliance throughout all operations.

• Purchases equipment and supplies for departments by assessing departmental needs, entering and reviewing requisitions, and approving purchase orders.

• Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.

• Prepares and/or monitors monthly reports on credit cards, petty cash, over time, operational and capital budgets.

• Creates procedures or policies for the department or jurisdiction.

• Implements programs, procedures, or software programs within the department to improve operations.

MINIMUM QUALIFICATIONS:

• Experience conducting research including collecting and analyzing data.

• Experience developing and managing a budget to include payroll management, reviewing expenditures, calculating costs, completing budget amendments, and discussing budgetary estimates with appropriate staff.

• Experience in human resources to include development, implementation, and training on existing or new operations or protocols, handling disciplinary actions and/or grievances, participating in the hiring process, etc.

• Supervisory experience to include managing staff, assigning and reviewing work, and providing feedback to staff.

PREFERRED QUALIFICATIONS:

Preferred qualifications are experiences, education, and/or other job-related qualifications considered to be highly desirable by Merit System agencies. The preferred qualifications may be used by the hiring agency to identify applicants to invite to participate in subsequent selection processes.

• Bachelor's degree in Business Administration, Public Administration, Accounting, or a related field.

• Experience planning and coordinating multiple simultaneous activities and/or projects (e.g., identifying resources, establishing deadlines and goals for oneself and/or others).

• Experience developing and implementing onboarding processes for new employees.

• Contract management experience to include contract writing, negotiation of terms and costs, and account reconciliation.

• Work experience managing a team of 5 or more direct reports.

COMPETENCIES:

• Adaptability & Flexibility.

• Computer & Technology Operations.

• Customer Service.

• Heavy Equipment & Vehicle Use.

• Leadership & Management.

• Learning & Memory.

• Mathematical & Statistical Skills.

• Oral Communication & Comprehension.

• Planning & Organizing.

• Problem Solving & Decision Making.

• Professionalism & Integrity.

• Researching & Referencing.

• Reviewing, Inspecting & Auditing.

• Self-Management & Initiative.

• Teamwork & Interpersonal.

• Technical & Job-Specific Knowledge.

• Technical Skills.

• Training & Facilitation.

• Written Communication & Comprehension.

CRITICAL KNOWLEDGES:

• Knowledge of basic accounting principles and terminology, such as debit, credit, journal entry, general ledger, trial balance, cash flows, income statement, and balance sheet.

• Knowledge of budgetary principles and procedures, and encumbrances/expenditures such as revenues, expenditures, and appropriations involved in establishing and maintaining budgets.

• Knowledge of computer fundamentals and software, including database, spreadsheet, and word processing software.

WORK ENVIRONMENT:

Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.

PHYSICAL DEMANDS:

Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods.

DISCLAIMER: This job description is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time.

SPECIAL ACCOMMODATIONS

Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500, Option 1, prior to the target close date.

AN EQUAL OPPORTUNITY EMPLOYER

The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best-qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics.

Employment decisions are made by the Merit System agency where the position exists. Each Merit System agency administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations.

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