Administrative Manager, Senior

PURPOSE

The Senior Administrative Manager manages, directs, and coordinates the activities of the administrative services division of a major department.

DISTINGUISHING CHARACTERISTICS

The Senior Administrative Manager is responsible for managing, coordinating, and planning diverse department-specific administrative functions, such as operational/personnel administration, budgeting, grant administration, contract administration, purchasing, facilities and information technology planning, management information systems, and other professional, technical, and clerical support activities.

The Senior Administrative Manager differs from the Administrative Manager as the former has broader scope of responsibility for administrative and personnel management functions. This class is further distinguished by the size and scope of budgetary and personnel oversight assigned.

SUPERVISION RECEIVED AND EXERCISED

The Senior Administrative Manager receives general direction from a department director or assistant director and provides guidance and support to division managers on policy issues.
The Senior Administrative Manager exercises direct supervision over assigned professional, technical, and administrative support staff.

ESSENTIAL JOB DUTIES

Duties may include, but are not limited to, the following:

1. Manages, directs, coordinates, and organizes the fiscal, personnel, office services, and the general administrative activities of the department.

2. Recommends goals and objectives; assists in the development of policies and procedures; and coordinates the codification and implementation of department policies and procedures.

3. Directs, oversees, and participates in the development of the administrative work plan; assigns work activities, projects, and programs; monitors workflow; implements policies and procedures; and reviews and evaluates work products, methods, and procedures.

4. Manages the preparation of the budget and subsequent budgetary and fiscal control programs; participates in the forecast of additional funds needed for staffing, equipment, materials, and supplies; and administers the approved budget.

5. Assists in creating a positive and supportive work environment; enforces a safe workplace; establishes a culture of teamwork and communication; creates a workplace that promotes the organizational values of access and opportunity and actively promotes an environment respectful of living and working in a society accepting of all.

6. Coordinates department programs, including data processing development, risk management, telecommunications, project cost accounting, information systems management, records management, and the preparation of special reports.

7. Consults with the department's director in the formulation of major administrative policies and program development; provides recommendations and reports to management regarding policy matters related to fiscal, budget, payroll, personnel, and purchasing; and implements policies within areas of assigned responsibility.

8. Participates in program planning and the general management of the department.

9. Supervises the department's purchasing, facilities, information technology, and contract administration activities.

10. Advises and consults with department and division heads to resolve management problems and establish administrative policies and procedures.

11. Interprets and applies provisions of law, rules, and regulations pertinent to the administration and management of the department's policies, programs, and collective bargaining agreements.

12. Attends departmental meetings and conducts periodic staff meetings.

13. Hires and directs supervisory, professional, technical, and clerical staff to provide quality service to citizens and County staff; promotes cooperative team efforts among staff and with other County departments; and conducts and/or facilitates staff training and development programs;

14. Leads and administers department-wide progressive discipline process; provides consultation, direction, and response to personnel issues such as discipline, grievances, staffing, and recruitment problems.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Principles, practices, and procedures of administrative management.

• Budgeting procedures and techniques.

• Principles, practices, and theories of public administration.

• Principles and practices of fiscal management, budget administration and control.

• Principles and practices of supervision, training, and personnel management.

• Laws, principles, and regulations of represented labor.

• Accounting principles and theories necessary to design, develop, and implement procedures for the department's accounting and financial reporting needs.

Skills to:

• Communicate effectively orally and in writing to convey information to others.

• Exercise independent judgment in responding to and resolving complex issues.

• Work accurately under pressure and time constraints.

• Identify complex problems and review related information to develop and evaluate options and implement solutions.

Ability to:

• Organize, plan, and implement a comprehensive administrative program.

• Prepare and administer a budget.

• Supervise, train, and evaluate assigned staff.

• Evaluate, formulate, and implement administrative policies and procedures.

• Plan, develop, and evaluate department funding requirements.

• Communicate effectively, both orally and in writing, with all levels of the organization, the public and other agencies.

• Establish and maintain cooperative working relationships with individuals who come from diverse backgrounds and represent members of the public, coworkers, and/or vendors.

• Coordinate and monitor a variety of functional areas simultaneously.

• Interpret collective bargaining contracts.

• Interpret laws, rules, regulations, and County and department policy.

MINIMUM QUALIFICATIONS

Education and Experience:

• Possession of a Master's Degree from a four-year college or university with a major in business or public administration, business administration, finance, or a closely related field; AND at least four (4) years of progressively responsible professional experience in administrative, management, intergovernmental, operations, budgetary, and similar analyses that includes at least four (4) or more years of professional level supervisory experience. OR

• Possession of a Bachelor's Degree from a four-year college or university with a major in business or public administration, business administration, finance, or a closely related field; AND at least six (6) years of progressively responsible professional experience in administrative, management, intergovernmental, operations, budgetary, and similar analyses that includes at least four (4) or more years of professional level supervisory experience.

ADDITIONAL LICENSES, CERTIFICATES, PHYSICAL ABILITIES AND SPECIALTY REQUIREMENTS

• Possession of a driver's license valid in the State of Oregon and an acceptable driving record per Washington County policy.