Administrative Service Manager

Job Description:

Administrative Service Manager

Description

An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family!

Job Description

SUMMARY: Under limited supervision, performs various advanced staff support activities for a City Department. This level is distinguished from the Administrative Assistant classification by greater work variety, complexity and operational freedom as well as significant program administration responsibilities.

ESSENTIAL FUNCTIONS : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Performs a variety of administrative tasks in assisting the City Marshal with various projects and/or special assignments.
• Completes special projects and prepares presentations.
• Performs procurement and purchasing activities; creates and approves requisitions; monitors purchase orders; researches and selects vendors; obtains vendor quotes; negotiates costs and payment terms; interacts with vendors regarding issues or problems.
• Prepares Request for Proposals.
• Ensures grant requirements are documented, reports are completed and proper budget allocations are submitted.
• Provides staff support to various committees and task forces; provides logistical services; takes and transcribes meeting minutes.
• Participates in financial, accounting, payroll and budgeting activities; prepares budget transfers; records account withdrawals; resolves discrepancies on receipts and invoices; prepares payment vouchers; oversees credit card purchases; reconciles credit card monthly statements.
• Prepares memorandums outlining and explaining administrative and Code Enforcement control procedures and policies.
• Prepares various complex reports; compiles data; provides various analyses.
• Coordinates staffing and duties for Special Events.
• Represents the City Marshal department in the filing and releasing of liens pertaining to lot maintenance and demolition work performed by the city of code compliance.
• Collects and compiles data for the monthly City Managers report.
• Liaison between the Marshals Office and Parking Enforcement vendors to access their data base pertaining to parking enforcement revenue reports.
• Fields complaints regarding City staff and/or services; ensures that follow-up is conducted.
• Processes and/or issues permits; data enters permit information into an automated system.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

KNOWLEDGE AND SKILLS:

Knowledge:

• City organization, operations, policies, and procedures.
• Principles and practices of modern office systems.
• Records retention principles and practices.
• Principles and practices of customer service.
• Principles and practices of project management.
• Knowledge of basic bookkeeping/accounting principles and practices.
• Knowledge of procurement/purchasing activities.
• Business and personal computers, and spreadsheet software applications.

Skill in:

• Handling situations requiring diplomacy, fairness, firmness and sound judgment.
• Providing efficient customer service.
• Multi-tasking.
• Time management.
• Performing data entry with a high degree of accuracy.
• Understanding and applying City policies and procedures.
• Organizing and maintaining records.
• Establishing and maintaining cooperative working relationships with all levels within the City.
• Communicating effectively verbally and in writing.

MINIMUM QUALIFICATIONS:

High School diploma or equivalent; AND four years of experience in advanced staff support; OR an equivalent combination of education and experience. One year of supervisory or lead work experience is preferred.

LICENSE AND CERTIFICATION:

Possession of a valid Texas Driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is performed primarily in a standard office environment. May be required to lift and carry items weighing up to 25 pounds.

Compensation Range

DOQ

The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.