What are the responsibilities and job description for the Administrative Services Manager position at Santa Ana Watershed Project Authority (SAWPA)?
JOB
Applicants are encouraged to apply early. This recruitment may close at any time without notice. Who we are: SAWPA is a Joint Powers Authority that delivers regional water solutions supporting its member agencies. Employees at SAWPA have the unique opportunity to support regional plans, multi-benefit programs and projects that will protect the Santa Ana River basin water resources in an economically and environmentally responsible manner for today and future generations.Application SubmittalInclude the following with your application submittal: Professional ResumeCover letter detailing your specific administrative experience. Applications received without the requested supporting materials above will not be considered.The PositionThe Administrative Services Manager is part of SAWPA’s leadership team and manages, organizes, and directs the operations, activities, and staff for the Administrative Services Department, including: policy administration; administrative support; support for SAWPA’s member agencies; human resources; contracts; special projects, and communications and public information. The Administrative Services Manager: coordinates administrative support for SAWPA departments; provides administrative support to the SAWPA Commission and Project Authority Committees; provides professional assistance to the General Manager; and fosters cooperative working relationships among SAWPA departments, SAWPA’s Member Agencies, and stakeholders.Supervision Received and Exercised: The Administrative Services Manager reports to the General Manager and receives direction from the General Manager in the management of SAWPA administrative programs and special projects. The work includes independent decision making consistent with applicable regulations, SAWPA policies and procedures, and direction from the General Manager. Exercises direct supervision over administrative services staff.Distinguishing Characteristics: This position, which is classified as a department manager, oversees and directs the activities of the Administrative Services Department, including the planning, development and administration of departmental policies, procedures, and services. Manages administrative, human resources, and communications staff functions. Administrative areas include supporting programs and activities related to the SAWPA Commission. Provides professional assistance to the General Manager in a variety of administrative, coordinative, and analytical capacities. Performance of the work requires knowledge of administrative policy, public agency governance, public records, public information and communication, contracts, human resources, and budgeting, including the ability to develop, oversee and implement administrative and related programs and policies. Responsibilities include coordinating department activities and staff with those of other SAWPA departments and outside agencies, as well as managing and overseeing department functions.
EXAMPLE OF DUTIES
These examples are illustrative of the various types of work which may be performed. Omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.Assume management responsibility for all Administrative Services Department programs, services, and activities, including Commission (including managing the Clerk of the Board support) and General Manager professional support, administrative services, human resources, contracts, and public information and communication.Select, train, motivate and department personnel; evaluate and review work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; work with employees on performance issues; recommend appropriate corrective/disciplinary action to address performance deficiencies; respond to staff questions and concerns.Develop and coordinate procedures for effective employee recruitment, selection, and hiring to assure compliance with SAWPA policies and state and federal laws.Develop, direct and coordinate implementation of goals, objectives, policies, procedures, and work standards for the department; within agency policy establish appropriate budget and service levels.Manage and participate in the development and administration of departmental budget; forecast funding needs for staffing, equipment, materials, and supplies.Manage SAWPA’s compliance with the Brown Act, Public Records Act, Political Reform Act, and human resources; recommend and implement policy and procedural changes as required.Manages activities related to human resources. Coordinates compensation, benefits and classification reviews, including research and recommendations relating to employee benefits.Manage and coordinate a variety administrative projects and activities, including activities that supports the following departments: Engineering (including the Inland Empire Brine Line and pretreatment activities), Planning (including OWOW, Task Forces, and Roundtables), Finance, and IT.Manage and coordinates Commission and Project Authority Committee agenda preparation process and compliance.Manages SAWPA’s public information and communication activities.Compose correspondence, memoranda, reports, and other documentation related to duties and responsibilities.Perform a range of special projects, organizational projects, and on-going projects at the direction of the General Manager involving technical, regulatory, and legislative analysis and evaluation, determine priorities and estimate personnel, resources and time required for programs, project completion and implementation.Oversee records management for the agency; direct and manage staff to coordinate requests, complaints and inquiries sent to the agency, including processing and tracking of requests.At the direction of the General Manager, receive, investigate, and respond to sensitive topics and issues in a professional manner; identify and report findings and take necessary action as directed by the General Manager.Serves as agency’s Filing Officer for Conflict-of-Interest Forms (Form 700); update agency Conflict of Interest Code as necessary.Oversee routine aspects of facilities management for SAWPA’s administrative building.Perform related duties and responsibilities as assigned.
SUPPLEMENTAL INFORMATION
Knowledge of: Administrative principles and practices, including goal setting, program and project development, implementation and evaluation, and supervision of staff.Principles, practices, and techniques of administrative services as they relate to the agency. Principles, practices, and techniques of human resource administration.Public agency budget development, contract administration, administrative practices, and general principles of human resources related to the functions of the assigned area.Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.Principles and practices of public administration.Principles of communications and public outreach.Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned areas of responsibility.Methods and techniques for the development of presentations, contract negotiations and management, business correspondence, and information distribution; research and reporting methods, techniques, and procedures. Principles and procedures of public meetings, human resources, records management, contracts and public affairs. Office practices, methods, and computer equipment and applications related to assigned areas. English usage, grammar, spelling, vocabulary, and punctuation. Effectively represent the agency in contacts with governmental agencies, community groups, and various business, professional, educational, and related organizations. Skills and Abilities: Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.Provide administrative and professional leadership and direction for the department and the agency.Prepare and administer budgets; allocate limited resources in a cost-effective manner.Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.Plan, organize, direct, and coordinate the work of administrative personnel; delegate authority and responsibility as and when warranted.Select, train, motivate, and evaluate the work of staff and train staff in work procedures.Research, analyze, and evaluate new service delivery methods, procedures, and techniques.Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.Evaluate administrative program options and alternatives, make sound recommendations, and prepare effective reports.Effectively represent the department and the agency in meetings with individuals, governmental agencies, and various businesses, professional, and regulatory organizations when assigned.Evaluate, establish, and maintain a variety of filing, records management, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate office equipment including computer equipment and specialized software applications programs.Effectively communicate clearly and concisely, both orally and in writing.Use initiative, prudence, and independent judgment within general policy, procedural, and regulatory and legal guidelines.Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Manage the efforts of vendors and contractors.
Applicants are encouraged to apply early. This recruitment may close at any time without notice. Who we are: SAWPA is a Joint Powers Authority that delivers regional water solutions supporting its member agencies. Employees at SAWPA have the unique opportunity to support regional plans, multi-benefit programs and projects that will protect the Santa Ana River basin water resources in an economically and environmentally responsible manner for today and future generations.Application SubmittalInclude the following with your application submittal: Professional ResumeCover letter detailing your specific administrative experience. Applications received without the requested supporting materials above will not be considered.The PositionThe Administrative Services Manager is part of SAWPA’s leadership team and manages, organizes, and directs the operations, activities, and staff for the Administrative Services Department, including: policy administration; administrative support; support for SAWPA’s member agencies; human resources; contracts; special projects, and communications and public information. The Administrative Services Manager: coordinates administrative support for SAWPA departments; provides administrative support to the SAWPA Commission and Project Authority Committees; provides professional assistance to the General Manager; and fosters cooperative working relationships among SAWPA departments, SAWPA’s Member Agencies, and stakeholders.Supervision Received and Exercised: The Administrative Services Manager reports to the General Manager and receives direction from the General Manager in the management of SAWPA administrative programs and special projects. The work includes independent decision making consistent with applicable regulations, SAWPA policies and procedures, and direction from the General Manager. Exercises direct supervision over administrative services staff.Distinguishing Characteristics: This position, which is classified as a department manager, oversees and directs the activities of the Administrative Services Department, including the planning, development and administration of departmental policies, procedures, and services. Manages administrative, human resources, and communications staff functions. Administrative areas include supporting programs and activities related to the SAWPA Commission. Provides professional assistance to the General Manager in a variety of administrative, coordinative, and analytical capacities. Performance of the work requires knowledge of administrative policy, public agency governance, public records, public information and communication, contracts, human resources, and budgeting, including the ability to develop, oversee and implement administrative and related programs and policies. Responsibilities include coordinating department activities and staff with those of other SAWPA departments and outside agencies, as well as managing and overseeing department functions.
EXAMPLE OF DUTIES
These examples are illustrative of the various types of work which may be performed. Omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this classification.Assume management responsibility for all Administrative Services Department programs, services, and activities, including Commission (including managing the Clerk of the Board support) and General Manager professional support, administrative services, human resources, contracts, and public information and communication.Select, train, motivate and department personnel; evaluate and review work for acceptability and conformance with department standards, including program and project priorities and performance evaluations; work with employees on performance issues; recommend appropriate corrective/disciplinary action to address performance deficiencies; respond to staff questions and concerns.Develop and coordinate procedures for effective employee recruitment, selection, and hiring to assure compliance with SAWPA policies and state and federal laws.Develop, direct and coordinate implementation of goals, objectives, policies, procedures, and work standards for the department; within agency policy establish appropriate budget and service levels.Manage and participate in the development and administration of departmental budget; forecast funding needs for staffing, equipment, materials, and supplies.Manage SAWPA’s compliance with the Brown Act, Public Records Act, Political Reform Act, and human resources; recommend and implement policy and procedural changes as required.Manages activities related to human resources. Coordinates compensation, benefits and classification reviews, including research and recommendations relating to employee benefits.Manage and coordinate a variety administrative projects and activities, including activities that supports the following departments: Engineering (including the Inland Empire Brine Line and pretreatment activities), Planning (including OWOW, Task Forces, and Roundtables), Finance, and IT.Manage and coordinates Commission and Project Authority Committee agenda preparation process and compliance.Manages SAWPA’s public information and communication activities.Compose correspondence, memoranda, reports, and other documentation related to duties and responsibilities.Perform a range of special projects, organizational projects, and on-going projects at the direction of the General Manager involving technical, regulatory, and legislative analysis and evaluation, determine priorities and estimate personnel, resources and time required for programs, project completion and implementation.Oversee records management for the agency; direct and manage staff to coordinate requests, complaints and inquiries sent to the agency, including processing and tracking of requests.At the direction of the General Manager, receive, investigate, and respond to sensitive topics and issues in a professional manner; identify and report findings and take necessary action as directed by the General Manager.Serves as agency’s Filing Officer for Conflict-of-Interest Forms (Form 700); update agency Conflict of Interest Code as necessary.Oversee routine aspects of facilities management for SAWPA’s administrative building.Perform related duties and responsibilities as assigned.
SUPPLEMENTAL INFORMATION
Knowledge of: Administrative principles and practices, including goal setting, program and project development, implementation and evaluation, and supervision of staff.Principles, practices, and techniques of administrative services as they relate to the agency. Principles, practices, and techniques of human resource administration.Public agency budget development, contract administration, administrative practices, and general principles of human resources related to the functions of the assigned area.Organizational and management practices as applied to the analysis and evaluation of projects, programs, policies, procedures, and operational needs.Principles and practices of public administration.Principles of communications and public outreach.Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. Applicable Federal, State, and local laws, rules, regulations, ordinances, and organizational policies and procedures relevant to assigned areas of responsibility.Methods and techniques for the development of presentations, contract negotiations and management, business correspondence, and information distribution; research and reporting methods, techniques, and procedures. Principles and procedures of public meetings, human resources, records management, contracts and public affairs. Office practices, methods, and computer equipment and applications related to assigned areas. English usage, grammar, spelling, vocabulary, and punctuation. Effectively represent the agency in contacts with governmental agencies, community groups, and various business, professional, educational, and related organizations. Skills and Abilities: Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the department and assigned program areas.Provide administrative and professional leadership and direction for the department and the agency.Prepare and administer budgets; allocate limited resources in a cost-effective manner.Interpret, apply, explain, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.Plan, organize, direct, and coordinate the work of administrative personnel; delegate authority and responsibility as and when warranted.Select, train, motivate, and evaluate the work of staff and train staff in work procedures.Research, analyze, and evaluate new service delivery methods, procedures, and techniques.Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.Evaluate administrative program options and alternatives, make sound recommendations, and prepare effective reports.Effectively represent the department and the agency in meetings with individuals, governmental agencies, and various businesses, professional, and regulatory organizations when assigned.Evaluate, establish, and maintain a variety of filing, records management, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate office equipment including computer equipment and specialized software applications programs.Effectively communicate clearly and concisely, both orally and in writing.Use initiative, prudence, and independent judgment within general policy, procedural, and regulatory and legal guidelines.Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Manage the efforts of vendors and contractors.
Salary : $164,675 - $200,164
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