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Bellevue, WA - Administrative Services Manager

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City of Bellevue: Administrative Services Manager

JOB TITLE:

Administrative Services Manager

JOB FAMILY:

Administrative

JOB TITLE CODE:

  

EEO CODE:

Professional

DEPARTMENT(S):

Multiple

WAGE SCHEDULE:

G

FLSA STATUS:

Exempt

EFFECTIVE DATE:

January 1, 2001

JOB SUMMARY

This position is located throughout the City in a variety of departments. Manages a department's administrative activities including, fiscal, procurement and mapping or graphic services activities. Assists, represents and advises the department director and may supervise all or some staff in each of these areas. Ensures that the Department functions smoothly and effectively in these and other areas and, in particular, to enable the department director to focus on higher-level service delivery matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs duties and responsibilities commensurate with assigned functional area within a City department which may include, but are not limited to, any combination of the following tasks:

  • Determines long and short term budgetary needs; develops, documents and presents budgetary and expenditure proposals; monitors expenditures and department performance against the approved budget and general cost-effectiveness standards; ensures that fiscal policies, procedures and records are consistent with City requirements and contemporary accounting standards.
  • Determines number and types of positions needed; assists in determining proper organizational structure and defining roles of divisions, work units and positions/employees in the department; monitors effectiveness, resolves intra-department issues, adapts or modifies structure as necessary; assists in developing and defending proposals for additional or new structures and staffing levels.
  • Develops and determines the department's procurement policies and practices; oversees the bid and request for proposal processes and decisions; administers the City's graphic services and copy centers.
  • Develops, oversees and supervises department administrative operations including administrative support staff, files and records, paperwork processing, purchasing and supplies, contracts, customer service activities and others; likely to handle facilities and logistics issues.
  • Oversee or participate in the development and management of various direct-service program areas within the department.
  • Oversees policy analysis for financial and budget issues related to assigned service area.
  • Coordinates business process improvement, technology and information systems improvements for assigned service areas.

SUPERVISION RECEIVED AND EXERCISED

Works under general supervision.

Exercises supervision over administrative and/or professional staff, as assigned.

EDUCATION AND EXPERIENCE REQUIRMENTS

Graduation from an accredited four-year college or university.

Five or more years of professional related experience.

Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

Knowledge of contemporary management theories, practices and techniques in each of the functional areas above which falls within current or potential responsibilities of the position; Relevant financial and legal requirements; the mission, services and challenges of the department to which assigned.

Ability to plan, direct and effectively supervise the work of professional, technical and support staff; develop and maintain effective working relationships at all levels within and outside of the department; prepare effective correspondence and reports; and communicate effectively verbally and in sensitive interpersonal situations.

Ability to provide leadership, counsel, motivation and constructive performance reviews to staff, securing their respective commitments to the 's goals.

PHYSICAL DEMANDS

The physical demands and work environment described here 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 functions.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls and reach with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

The employee may be required to push, pull, lift, and/or carry up to 20 pounds.

The noise level in the work environment is usually moderately quiet.