Administrative Manager - Petersburg, United States - City of Petersburg, VA

Description

Salary : $47, $77,624.00 Annually

Location : Petersburg VA 23803, VA

Job Type: Full-Time

Job Number: 00794

Department: Public Utilities

Opening Date: 02/27/2024

Closing Date: Continuous

Description

General Description

The purpose of this class within the organization is to perform work of considerable difficulty in managing and coordinating a variety of responsible administrative, financial and staff services of a department which include the necessary activities to develop cost savings, achieve business goals and improved departmental processes.

This class works independently, under limited supervision, developing and implementing programs within organizational policies reporting major activities to executive level administrators through conferences and reports.

Essential Functions

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions:

Supervises, trains, and evaluates the work of professional, administrative and other staff.

Supervises administrative services (e.g. HR/payroll, accounting/budget, contract management/procurement, facilities maintenance, customer service) or multiple departmental program areas and the coordinated delivery of such services.

Develops, implements and maintains policies, procedures and workflow for assigned areas of responsibility

Participates in management short- and long-range strategic planning

Prepares and manages assigned budget(s)

Researches, compiles, analyzes and summarizes data and information for decision-making, reports and special projects

Researches/investigates and resolves difficult inquiries, problems and complaints

Monitors departmental and/or program contracts and agreements for compliance

Prepares and/or processes confidential and sensitive written correspondence and other documents

Prepares a variety of management reports and assists others with extracting data from accounting system. Responds to survey questionnaires from professional organizations requesting data.

Provides information and answers to questions relating to audits, financial records or activities.

Additional Duties:

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Plans and directs others in the sequence of major activities and report on operations and activities which are very broad in scope.

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Counsels or instructs/trains others through explanation, demonstration and supervised practice or make recommendations based on technical expertise.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percents.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads technical instructions, procedures manuals and charts to solve practical problems, such as assembly instruction for tools, routine office equipment operating instructions, and methods and procedures for investigations and in drawing and layout work; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for the actions of others, requiring almost constant decisions affecting co-workers, crime victims, patients, customers, clients or others in the general public; works in a moderately fluid environment with guidelines and rules, but frequent variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs skilled work involving rules/systems with almost constant problem solving; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is serious - affects work unit and may affect citizens.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves sitting most of the time, but may involve walking or standing for brief periods of time; requires little or no dexterity.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses computers, equipment or work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

Bright/dim light; Dusts and pollen.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public.

Requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

Qualifications

Minimum Education and Experience Requirements:

Requires a Bachelor's Degree in business administration, accounting or closely related field.

Requires one year of principles of modern office management, accounting principles, business management or closely related experience or an equivalent combination of training and experience.

Special Certifications and Licenses:

None.

Additional Requirements

Americans with Disabilities Act Compliance

The City of Petersburg is an Equal Opportunity Employer. ADA requires the City of Petersburg to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Benefits not available.

01

10-point compensable veteran. You must have an existing compensable service-connected disability of 10 percent or more. Other 10-point veteran include disabled veteran or a veteran who was awarded the Purple Heart for wound or injuries received in action, veteran's widow or widower who has not remarried, wife or husband of a veteran who has a service-connected disability, widowed, divorced or separated mother of an ex-service son or daughter who died in action, or who is totally and permanently disabled. Do any of these apply?

• Yes
• No

02

5-point veteran's must have been discharged under honorable conditions and had one of the following: Active duty in the Armed Forces of the United States, in a war, or during the period 4/28/52 - 7/1/55 or active duty for more than 180 consecutive days other than for training, any part of which occurred during the period beginning 2/1/55 and 10/14/76 or active duty during the Gulf War sometime between 8/2/90 - 1/2/92 or active duty in a campaign or expedition for which a campaign badge has been authorized or active duty for which more than 180 consecutive days other than for training, any part of which occurred during the period beginning 9/11/2001 and ending on the date prescribed by the Presidential proclamation or by the law as the last date of operation Iraqi Freedom. Do any of these apply?

• Yes
• No

03

Do you possess a valid Driver's License issued by the Commonwealth of Virginia, or another state with reciprocity?

• Yes
• No

04

What is your highest level of education?

• High School diploma or GED
• Some college
• Associate degree
• Bachelor degree
• Graduate degree or higher
• No degree

05

What is your level of proficiency in Microsoft Excel?

• Beginner - At this level, an individual is able to create spreadsheets and formulas, enter and correct data, and utilize formatting features.
• Intermediate - At this level, an individual is able to create linked spreadsheets, charts, graphs, pivot tables, and perform v-lookup.
• Advanced - At this level, an individual is able to extract data from a database with filtering, manage macro formulas, and create complex formulas (i.e, logic, text, etc.)
• No experience.

06

Do you have working knowledge of the American with Disabilities Act (ADA) and its applications?

• Yes, I do have the ability to perform the physical requirements of the position.
• No, I am unable to perform the physical requirements of the position.

Required Question