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JOB SUMMARY

The Administrative Services Manager is responsible for the administrative and fiscal operations of the Lancaster County Planning Department – facilitating, coordinating, and overseeing administrative tasks and projects that affect the department. This position prepares the department’s annual budget, maintains personnel records, prepares payroll, supervises installation and maintenance of office equipment, and supervises invoicing. The position also manages the Administrative Services Team, which includes the Fiscal Technician, Office Support II, and three Office Support II staff.

REPORTING RELATIONSHIPS

The Administrative Services Manager reports to the Executive Director and serves on the department’s management team, which also includes the Executive Director, the Director for Implementation & Outreach, the Director for Analytics & Design, and the Director for Land Use and Transportation.

Positions reporting to the Administrative Services Manager include 1) Fiscal Technician; 2) Office Support III; and Office Support II staff members.

ESSENTIAL JOB FUNCTIONS

BUDGETING AND ACCOUNTING – 25%

With the guidance of the Executive Director, coordinates the development, preparation, and execution of the department’s annual budget, including assembly, entry, review, and report preparation.

Supervises the department’s accounts payable activities.

Maintains and monitors the department’s aged receivables.

Coordinates monthly invoicing to PennDOT for reimbursement to the County through the annual Unified Planning Work Program (UPWP) agreement, and invoicing for other federal/state funding as needed.

Works with the Controller’s Office and others to provide input for the County audit.

Works with Purchasing to coordinate office equipment and furnishings, and maintenance and furnishings for meeting rooms 102/104.

PERSONNEL – 20%

Maintains the department’s personnel records.

Coordinates Salary Board items.

Prepares the department’s payroll.

Advertises job vacancies, assists the management team in screening applicants, and manages the department’s hiring process through PeopleSoft HRMS.

GENERAL ADMINISTRATION – 15%

Supervises installation and maintenance of office equipment. Coordinates with the Department of Information Technology (I.T.) to install and maintain the department’s computers and peripherals.

Works with the management team to coordinate the department’s agenda items for inclusion in the Lancaster County Board of Commissioners’ Work Session.

Works with the Fiscal Technician, the management team, and the Purchasing Department to coordinate preparation of RFPs and RFQs.

Provides oversight of records management for the department.

Facilitates administrative support for the department’s public outreach events.

ADMINISTRATIVE SERVICES TEAM MANAGEMENT – 20%

Supervises the Administrative Services Team, which includes the Fiscal Technician, Senior Administrative Secretaries, and all Administrative Secretaries.

SUPPORT TO THE EXECUTIVE DIRECTOR AND MANAGEMENT TEAM – 20%

Works with this team to hire staff and conduct annual performance reviews.

OTHER SPECIFIC TASKS OR DUTIES

Conducts meetings outside the office as necessary, including before and after scheduled office hours.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Completion of an associate degree or certificate program in a business-related field from an accredited college or technical school covering accounting and management principles.

Four (4) years of progressively responsible administrative experience that includes bookkeeping and record keeping, data entry, and use of Microsoft Office Suite - or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and ability to perform this job.

KNOWLEDGE, SKILLS, AND ABILITIES

ACCOUNTING

General knowledge of management and accounting principles.

Basic mathematical ability.

ADMINISTRATION

Handles multiple administrative tasks in a fast-paced environment.

Organizes and maintains confidential records and information.

Works independently and as part of a team.

Shows strong attention to detail, including flexibility in developing solutions.

COMMUNICATION

Excellent written and verbal communication skills.

Strong interpersonal and customer service skills.

TECHNICAL SKILLS

Strong skills with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Knowledge of PeopleSoft preferred.

Knowledge and ability to operate standard office equipment. Ability to quickly learn specialized software and hardware such as scanners and plotters.

ADDITIONAL INFORMATION

The County of Lancaster offers comprehensive benefits to our employees. Read more about our benefits here.

Lancaster County Government provides Equal Employment Opportunity for all persons regardless of race, religion, age, sex, national origin, genetic information or disability. The County also observes all applicable laws regarding Veterans status. The County reflects this action in all areas of employment and compensation practices and policies. Employment with the County is based upon the ability to perform the job as well as dependability and reliability once an individual is hired.