Administrative Support Manager (Office of Public Safety)

Salary Range: $61,009-$98,224   FLSA Status: Exempt

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Supervises, directs, and evaluates assigned staff; develops and oversees employee work schedules to ensure adequate coverage and control; compiles and reviews timesheets; approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures.

Organizes, prioritizes, and assigns work; prioritizes and schedules work activities in order to meet objectives; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; provides progress and activity reports to management; and assists with the revision of procedure manuals as appropriate.

Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individual; and initiates any actions necessary to correct deviations or violations.

Manages department budget; creates and submits budget forecast including personnel, procurement, equipment and technology needs, and revenues for the department; monitors expenditures against approved budget; identifies short falls and transfers funds as needed; establishes funding lines in accordance with applicable policies; develops and implements budget controls; and prepares and submits related reports and documentation.

Manages procurement activities for the department, including services, supplies, equipment and materials; ensures all procurement activities are in compliance with local, state and federal procurement rules and regulations; develops specifications; attends pre-bid conferences; provides information and answers questions; reviews bid packages; and awards contracts.

Manages department accounts payable and receivable functions; reviews and approves vendor invoices; processes and approves journal entries; approves credit card purchases; reviews credit card report; establishes and implements internal controls for vendor contracts and purchase card usage; completes cash receipts; ensures accurate record keeping of revenues; and maintains related documentation.

Administers grants funds; identifies funding sources; writes, reviews and edits grant applications; ensures compliance with grant guidelines; monitors allocation of granted funds; processes journal entries; and prepares and submits related reports as required.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures; receives and reviews various documentation, including payroll report, overtime report, leave requests, and budget documentation; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation, including budget reports and documentation, financial reports and documentation, and employee performance appraisals; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates or uses various equipment and supplies in order to complete work assignments; operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with County Officials, supervisor, other employees, third party service contractors, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.


Minimum Qualifications:
Bachelors degree in Business, Accounting, Public Administration or related field; five years of progressively responsible experience in public administration, accounting, or budget administration/preparation, to include lead or supervisory experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Salary : $61,009 - $98,224