Administrative Services Manager - Reno, United States - City of Reno

Description

Administrative Services Manager

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Class Title

Administrative Services Manager

Class Code

5952

Salary

$111, $145,547.22 Annually

+ Definition

+ Benefits

Classification Description Summary

Under general direction, plans, directs, manages, and oversees the activities of the Administrative Services division of the Police Department including evidence, fleet, fiscal affairs, records, supply, payroll and grants management; coordinates assigned activities with other divisions, outside agencies, and the general public; and provides staff assistance to the Chief of Police.

Essential Functions

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Assume full management responsibility for all administrative services and activities including evidence, fleet, fiscal affairs, records, supply, payroll and grants management.

Manage the development and implementation of departmental goals, objectives, and priorities for each assigned area; identify significant policy and operational issues; confer with and provide assistance to management team in resolving issues; create strategic objectives and succession plans for various divisions within the Administrative Services Department.

Select, train, motivate and evaluate all non-sworn supervisory, professional, technical and clerical employees; provide or coordinate staff training and succession planning; work with employees to correct deficiencies; implement discipline and termination procedures; reward employees for their contributions to the department.

Oversee the development of the entire Police Department budget document; analyze, review and audit the entire Police Department budget; provide budget advice to the Police Chief; prepare Department wide budget reports.

Develop and administer the Administrative Services Department budget; forecast funds needed for staffing, equipment, materials, and supplies.

Provide responsible and complex assistance in administering the daily operations and activities of the Administrative Services Department; direct and oversee the preparation of the City Council staff reports; monitor the progress of key issues faced by the department and attainment of various Council goals.

Represent the department to all divisions, other City departments, and outside agencies; explain, justify and defend City programs, policies and activities; negotiate and resolve sensitive and controversial issues; identify opportunities to build the foundation to repeatedly, and consistently market the Reno Police Department to citizens.

Respond to and resolve difficult and sensitive citizen inquiries and complaints, media inquiries, City Council concerns, issues and community needs.

Analyze various legislative issues and develop the department's legislative lobbying strategy to ensure passage of bills favorable to the department's short and long range goals.

Provide staff assistance to the Chief of Police; prepare and present staff reports and other necessary correspondence; provide staff support to assigned boards and commissions.

Participate in labor relations activities including but not limited to, collective bargaining, handling grievances, employee discipline and other personnel matters, conducting investigations, and other related duties.

Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of public administration and management (grant, financial, educational).

Perform related duties as required.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Principles and practices of public administration.

Organization and operation of municipal government.

Municipal government functions specifically related to program areas.

Operational characteristics, services and activities of assigned significant program area.

Advanced principles and practices of program development and administration.

Advanced organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment.

Principles and practices of contract negotiation, preparation and monitoring.

Principles and practices of labor relations including employee grievances and collective bargaining procedures.

Principles and applications of critical thinking and analysis.

Techniques and formulae for administrative, financial and comparative analyses.

Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.

Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.

Terminology used in areas of assignment.

Principles and practices of budget preparation and administration and grant application and administration principles and practices.

Finance and accounting systems.

Principles of business letter writing.

Federal, state, and local government organizations.

Methods and techniques of conflict resolution.

Pertinent federal, state, and local laws, codes, and regulations.

Principles of supervision and training, which may be applied to the supervision of volunteers.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Principles, trends, methods, and techniques used in customer service, public relations, public information, and program education and promotion.

English usage, spelling, grammar, and punctuation.

Ability to:

Plan, organize, direct, coordinate, and evaluate significant programs, projects, events, or technical areas.

Oversee and participate in the development and administration of program goals, objectives and procedures.

Perform the full range of complex and difficult professional analytical, programmatic and administrative duties involving the use of independent judgment and personal initiative.

Collect, evaluate and interpret varied information and data.

Research, analyze, and formulate recommendations, work plans, and activities regarding planning, technical, and administrative issues.

Analyze complex problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

Develop recommendations for problematic areas and implement and monitor changes.

Prepare clear and concise technical, administrative and financial reports.

Prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form.

Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems.

Research, negotiate, manage, and monitor contracts and agreements.

Understand the organization and operation of the City, assigned program, and of outside agencies as necessary to assume assigned responsibilities.

Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent federal, state, and local laws, codes, and regulations.

Properly interpret, ensure compliance with, and make recommendations in accordance with laws, regulations and policies.

Identify and respond to community and organizational issues, concerns, and needs.

Coordinate multiple projects and meet critical deadlines.

Organize and prioritize timelines and project schedules in an effective and timely manner.

Plan, schedule, and review the work and performance of subordinates and volunteers in a manner conducive to proficient performance and high morale.

Participate in the preparation and administration of budgets.

Operate and use modern office equipment including a computer and various software packages.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.

Work in a team based environment to achieve common goals.

Coordinate multiple projects and complex tasks simultaneously.

Meet the physical requirements to safely and effectively perform the assigned duties.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

A Bachelor's degree from an accredited college or university with major course work in public administration, business administration, or a field related to area of assignment. A Master's degree is highly desirable.

Experience:

Seven years of increasingly responsible professional level administrative and management analysis experience preferably within a local government environment.

License or Certificate:

Possession of an appropriate, valid driver's license.

Supplemental Information

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with some travel to different sites and locations.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Other Requirements

Mid-Management

B35

03/2019

JD 11/2018

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