(INTERNAL ONLY) PARKS & RECREATION DEPARTMENT - ADMINISTRATIVE SERVICES MANAGER

* This position is for current El Paso County employees ONLY*

Minimum Qualifications
Bachelor's degree from an accredited university or college in Business Administration  or equivalent and three (3) years of experience, with two (2) years of supervisory experience, in office management;

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

Certificates and Licenses Required
Depending on area assigned may be required to:

• Have or obtain by date of hire a valid driver's license applicable to job responsibilities, with a driving record acceptable to the County of El Paso
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• Have or obtain Notary public
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• Be Bondable
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• May require Deputy Clerk deputizing; may require AOP certification;
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In order to access into the County’s network and systems, a personal mobile smart device is required by the hire start date. Typical Duties
Ensures office staff follows office policies and procedures; maintains adequate staffing at various peak; enforces office policies and procedures; sets work priorities;
 
Supervises department employees, including assigning and reviewing work, training, assists in completing performance evaluations, and making recommendations on hiring, terminating, and disciplining personnel;
 
Selects, motivates, and evaluates department staff; provides or coordinates training and works with employees to correct deficiencies;
 
Plans, directs, and coordinates, through subordinate-level staff, the department work plan; meets with management staff to identify and resolve problems; assigns projects on areas of responsibility; and reviews and evaluates work methods and procedures;
 
Responds to requests for information, complaints, issues and concerns received via phone, in-person or by e-mail;
 
Develops and implements new or revised operating procedures and processes; oversees the storage and archiving of files and records;
 
Orders supplies and equipment; performs inventories;
 
Prepares and analyzes spreadsheet and report data;
 
Delegates all incoming mail, including special delivery correspondence; answers problem mail; assigns and maintains records;
 
Proficiently and effectively performs general administrative duties, including maintenance of section files, reproduction of materials, and attendance at meetings representing the Section as necessary;
 
Maintains thorough awareness of all section functions by answering and directing inquiries, providing general information, answering questions and directing individuals to appropriate parties as necessary;
 
Provides support, mentors, transfers knowledge, and skills to staff at all technical levels in a team environment to meet established goals and objectives;
 
Attends and participates in meetings, training and information sessions;
 
Stays abreast of new trends, innovations in the field, statutes and legislative changes;
 

Depending on area assigned:
Provides regular meal count reports that enable management to track utilization by center and program activity for analysis of meals ordered, meals consumed and meals wasted; 
 
Oversees major renovation assignments by planning and prioritizing tasks in coordination with management;
 
Maintains contact with other departments or agencies for changes in law and procedures that pertain to the department and as directed;
 
Performs automated network development and data security; oversees the upgrade, maintenance or repair of hardware and software systems and equipment;
 
Accepts payments and collects fees for returned checks;
 
As assigned ensures that all monies received with receipts, balanced and prepared for armored car pickup;
 
Oversees security of the premises; locks doors at closing time; secures unfinished work in locked safe; sets burglar alarm;
 
Assists with promoting and marketing of County facilities; assists with the coordination and execution of the programs, and booking of events;
 
Assists with managing the operation of various special events, and other assigned areas;
 
Assists in providing administration and coordination for facility rental, vendor and service company contracts as directed;
 
Assists in coordinating with programming partners or clients, vendors, maintenance and operational staff, and the public;
 
Works closely with programming partners and clients in their design and execution of events to ensure desired quality outcomes, as directed;
 
Ensures proper event certification processes, such as liability insurance and permits for programming partners and vendors;
 
Assists with cashiering duties;
 
Assists in providing vision and leadership in administering a comprehensive special events and sports program including operations, facilities, personnel, budgeting, policy development, marketing, and program supervision and ensures quality, responsiveness, efficiency, and effectiveness in the operation;
 
Responsible for preparing, reviewing and recalling of warrants; review case history such as court documentation and case notes to ensure warrant is appropriate;
 
Participates in budget development and administration; tracks and monitors expenditures; processes purchase orders and vouchers; produces and reviews budget status reports; initiates or recommends budget transfers;
 
As applicable oversees reservations for usage of County community rooms; rental of facilities;
 
Oversees and manages contract administration for assigned section, including monitoring deadlines and contract expirations;
 
Reconciles approved budgets to ongoing activities of the Section;
 
Makes appointments;
 
Assist in special projects;
 
May require working weekends, or holidays;
 
Reviews, verifies and approves times sheets and leave requests;
 
May be required to travel to satellite as assigned or on very short notification;
 
Ensures compliance with Texas laws and regulations;
 
Serves as liaison between the office and any internal or external entities;
 
Is responsible for handling large amounts of money, issuing money bags and ensures balancing daily monies (cash, checks, and credit card transactions) to receipts at close out for all assigned staff;
 
Reports any equipment maintenance needs for appropriate action; and
 
Is responsible for data reporting to designated agencies in accordance with Texas laws and regulations;
 
May Serve as back up
Prepares and submits bi-weekly payroll reports;
 
Updates and maintains department employee files;
 
Trains;
 
 
Other Important Duties*
Substitutes, if assigned, during temporary absences by performing delegated duties sufficient to 
maintain continuity of normal operations;

Commits self to providing excellent customer service and demonstrate commitment through 
cooperative team and individual efforts; and

Creates a high-quality work culture through participation in and emphasis on training and 
mentoring to develop leadership, management, and technical skills in self and all employees, 
including safety related training and skills

Performs such other related duties as may be assigned;
 
May require travel throughout El Paso County;
 
As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor. Summary of position
The Administrative Services Manager works under limited supervision and provides office management over subordinate staff engaged in the provision of clerical and administrative support activities for a particular County division, office or department Additional Information
Knowledge of: Principles and practices of administrative management; the principles and practices of effective customer service; principles and practices of effective employee supervision; County organization, operations, policies and procedures; English usage, grammar, punctuation and spelling; techniques for effective interpersonal communications; modern office procedures, methods and computer equipment to include Windows and Microsoft based products:  Texas laws pertaining to area assigned; statutes pertaining to department. Depending on area assigned: event planning, coordination, preparation and setup practices and procedures; contract preparation, negotiation and compliance practices related to entertainment, catering, security and related services; facility rental and event administrative practices and procedures.

Skill/Ability to:  operate a personal computer and various software applications; conduct research, develop appropriate documentation, assess and prioritize multiple tasks, projects and demands to meet scheduled requirements; establish and maintain effective working relations with co-workers and customers to promote and support a productive work environment; work efficiently independently and in a team environment to meet established goals and objectives; communicate effectively in verbal and written forms to respond effectively to customers and staff; exercise initiative and independent judgment within established procedural guidelines in performance of daily duties; responding effectively to customers; assessing and prioritizing multiple tasks, projects and demands; reading, interpreting, and communicating instructions; compilation, analysis, and presentation of statistical information; use initiative and independent judgment within established procedural guidelines; complete projects on time and within budget; operate personal computer using standard office operating software and general office equipment; prepare and maintain records, maintain filing systems, compile and organize information; communicate effectively both orally and in writing; promote program activities; make mathematical computations; prepare clear, concise and comprehensive written reports, and staff studies; schedule, supervise, train and evaluate assigned staff; and establish and maintain cooperative and effective relationships with those contacted during the course of work; Pass a background investigation.

Each and every county position requires the following professional skills and abilities as key and necessary elements of performance: 
·       Demonstrate regular and reliable attendance;
·       Work well with others and participate fully in a team oriented environment;
·       Interface with other employees and customers in a courteous and respectful manner;
·       Maintain strict confidentiality;
·       Project positive support of their department and all county organizations at all times; and,
·       Maintain and enhance the County's commitment to customer service excellence

Organizational Relationships
Reports to:      Division Manager, Director, Department Head, or Elected Official, or designee
           
Directs:            Administrative and support staff; and other staff as assigned.
                        Depending on area assigned: custodial and parking garage supervisors;
 
Other:               Has frequent contact with vendors, suppliers, other Public agencies, other County staff and the general public.