Administrative Services Manager

City of Garland • Garland, Texas, United States • 2d ago

Summary

Responsible for overseeing strategic initiatives, business support functions, and coordination of programs, projects, and activities for the Street Department. Responsible for managing administrative functions including accounts payable, purchasing, contract administration, customer service, inventory management, and records management. Develops and manages the department’s budget consisting of multiple funding sources. Assumes an active role in management of metrics, measures, and indicators benchmarking the department’s performance. Responsible for coordinating public outreach and engagement activities across department functional areas and other city departments, including periodically leading outreach initiatives. Manages special projects as assigned by department director.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Manage, oversee and direct business services division activities and operations comprising the following functions: accounts payable, contract administration, purchasing, inventory management, customer service, public outreach, and records management.
Plan, organize, monitor and evaluate division staff by establishing goals, delegating work assignments, verifying performance, and actively interfacing various personnel engagement tactics.
Develop, oversee, and administer the department’s annual operating budget and capital improvement program (CIP) budget; analyze revenue projections and monitor department expenditures; develop and track department key performance indicators and other performance measures; liaises with the Budget Office and Finance Department for all departmental budget and financial activities.
Compile and analyze various budget-related data; prepare tables, charts, summaries, spreadsheets, presentations, and other illustrative materials as required for budget preparation, support, analysis and management purposes generally acts as the primary resource for all departmental budget activities.
Oversee and direct the department’s inventory management program by ensuring responsible control of tools, parts, equipment, and materials
Manage, oversee and direct the department’s accounts payable and accounts receivable activities
Ensure quality and timely services are provided to internal and external customers; actively participates in response and resolution of customer complaints, concerns and inquiries received through various sources.
Oversee and direct all contract administration activities necessary to support department operations in collaboration with department managers, including vendor sourcing, bidding, advertising, award, preparation, approvals, renewals, amendments, terminations, financials, risk management, and compliance.
Oversee all department purchasing activities; partner with the Purchasing Department to manage all purchasing activities necessary to support department operations.
Oversee the department’s procurement card program to include management of department-issued procurement cards and reconciliation of monthly purchases.
Participate in strategic planning activities related to assigned division programs and activities, with special emphasis on continuous improvement to maximize the quality of services provided
Assist with developing departmental strategies, procedures and protocols designed to maximize community input and engagement; develop and implement public outreach materials and campaigns tailored to general and targeted engagement needs; coordinate public information and marketing projects and assignments for departmental programs and services
Prepare, edit, and submit Council agenda items through agenda software portal; coordinate agenda items with department managers and the City Secretary’s Office; track and monitor the life cycle for Council agenda items.
Participate in coordinated response to natural disasters, critical incidents, and other emergencies outside of normally scheduled work hours.
Perform other duties as required or assigned.

Minimum Qualifications

Bachelor’s degree in Business Administration, Accounting, Finance, Public Administration, or related field
5 years related experience with progressive responsibility.
2 years of supervisory experience

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

Education/ Experience:

Master’s Degree in Business Administration, Accounting, Finance or Public Administration
5-7 years experience with direct responsibility for budget development, forecasting, analysis and management in a public sector environment
3-5 years of supervisory experience

Knowledge, Skills & Abilities:

Extensive knowledge of governmental budgeting concepts and practices
Knowledge of accounting principles and practices including internal controls, cash management, general ledger, accounts payable, and accounts receivable.
Knowledge of legal requirements involving contracts
Knowledge of procedures for public sector procurement of professional and construction services, including cooperative purchasing, Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations for Bids (IFBs)
Ability to review, analyze, and validate accuracy of financial and related information.
Ability to quickly and competently learn software packages used to support department operations: Cayenta, Questica, e-Assist, Cartegraph, Agenda Quick, and Workday
Ability to apply professional knowledge to carry out assignments with limited supervision.
Ability to develop effective marketing and outreach strategies and associated deliverables tailored to promote public awareness and positive visibility for the Street Department.
Ability to independently evaluate and develop administrative policies, procedures, and related job aides, including Powerpoint presentations.
Ability to multi-task, successfully balance competing priorities, and to work independently with attention to detail in a fast-paced environment, while consistently exercising sound judgment and creativity in decision-making
Ability to develop and maintain positive working relationships at all levels with particular focus on collaboration and shared vision.
The ability to adapt comfortably through complex and varied organizational process, procedural and people-related dynamics is essential for success in this position.
Ability to work outside of normal work hours to complete time-sensitive work assignments, attend meetings, facilitate public outreach events, or respond to city emergencies, as required.
Skill in verbal and written communication using tact, professionalism, diplomacy and appropriate tone, with ability to clearly and concisely communicate highly technical information that is tailored to targeted audiences.
Strong organization skills are essential for success in this position, with strong attention to detail.
Skill in analyzing, researching and reconciliation, to interpret and understand policies, laws, ordinances, and regulations, and to provide reasonable recommendations and solutions to problems.
Skill in planning, organizing, assigning, directing, reviewing, and evaluating the work of professional and administrative personnel using influence, motivation, and positive leadership techniques.
Skill in development of project, program and operational budgets, including budgeting that comprises multiple funding sources such as general fund, water/sewer fund, bond funds, grant funds, and stormwater utility funds.
Skill in computer software applications including Microsoft Office (Access, Excel, Outlook, Word and Powerpoint)
Skill in operation of a personal computer