Senior Administrative Manager

J  o  b    D  e  s  c  r  i  p  t  i  o  n

Job Information

Title:

Senior Administrative Manager

Market Range:

MR20

Approved Date:

1/14/2025 5:42:33 PM

FLSA:

Exempt

EEO Code:

PROFESSIONALS

Career Level:

M2

Career Level Description:

Management Level 2

Job Code:

101059

Job Family:

GM - General Management

Sub Family:

BUSAD - Business Administration

Primary Purpose

Provides supervision of administrative support and business functions for the County Manager's Office. Coordinates agendas and materials for meetings. Manages budgets, purchasing, contracts and administrative projects.

•

Supervises Executive Assistant positions supporting the County Manager’s Leadership Team.  This includes recruitment, daily supervision, assignment of tasks, front desk customer service, and assistance with resolving issues.

1

15%

•

Coordinates development of the Board of Commissioners’ agendas and materials. Reviews written content and provides feedback to department staff. Assists commissioners with understanding agenda items.  Facilitates resolutions to difficult issues, working with County Manager, County Attorney, and other Executives. Develops agenda training materials and delivers training to staff. 

2

15%

•

Manages major projects led by the County Manager’s Office.  Examples include County-hosted events and implementing agenda development software. 

3

15%

•

Manage department budget for County Manager’s Office, Budget and Management Services, Communications Office, and other departments as assigned. This includes assisting department staff with annual budget development and budget oversight during the fiscal year.  Will prepare routine budget status updates for all departments.

4

15%

•

Ensures accurate and timely financial processing for the Manager’s Office, Budget and Management Services, and assigned departments.  This includes directly handling, or supervising the handling of: contracts, purchase orders, p-cards, travel arrangements, reimbursements, and related processes.  Responsible for ensuring purchasing rules and standards are met.

5

15%

•

Represents Executives and/or Commissioners in discussions about administrative and programmatic matters. Handles confidential administrative processes for executives and Commissioners, including the processing of performance evaluations, personnel actions, policy and operational matters, and legal actions.

6

15%

•

Ensures employees in Manager’s Office and assigned departments complete human resources forms.

Provides support to all new hires with personnel paperwork and coordinates onboarding. Submits all

personnel actions into HR management system. Communicates human resources updates with staff.

7

10%

Position(s) may perform other duties in addition to the above as assigned by management.

*IMPORTANT* In the event of an emergency, as determined by the County Manager or designee, participation in preparedness and response operations should be expected. Employee may be required to fill a temporary assignment in a role different from standard duties, work hours and/or work location in preparation for, during and after the emergency. Employee may also be required to participate in relevant exercises and regular preparedness training.

Career Level Dimensions

Career Level:

M2

Career Level Description:

Management Level 2

Qualifications

•

Bachelor's degree in Public Administration, Business Management or a related field

•

Three years of experience in administrative and executive support

•

Equivalent education and experience are accepted

•

Supervision skills with ability to provide guidance and professional support to staff, offer regular feedback, hold staff accountable, and serve as a mentor

•

Ability to demonstrate initiative, knowledge and independent judgment of when to elevate issues and challenges to executives

•

Ability to work independently in managing office administration functions and carrying out oral and written instructions

•

Excellent communication and customer service skills with the ability to cooperatively resolve internal and external customer issues quickly and accurately, while building relationships with internal personnel and external contacts

•

Ability to analyze data, monitor and assist senior executives/department heads with the development and management of department budgets

•

Ability to coordinate and manage complex projects involving multiple County departments and external stakeholders

•

Ability to exercise judgement and discretion in applying and interpreting policies and procedures

•

Ability to organize large meetings or complex events

•

Excellent oral/written communication and presentation skills to senior executives, County leadership and the Board of Commissioners with a proven ability to build relationships

•

Knowledge of County purchasing and human resources policies and procedures

An individual must be able to perform each essential duty satisfactorily to perform this job successfully. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

ADA Checklist

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Standard ADA Selection:

Office Environment

Standing

X

Walking

X

Sitting

X

Lifting/Carrying 0-10 pounds

X

Lifting/Carrying 10-20 pounds

X

Lifting/Carrying 20-50 pounds

X

Lifting/Carrying 50-100 pounds

X

Pushing

X

Pulling

X

Climbing

X

Balancing

X

Stooping

X

Kneeling

X

Crouching

X

Crawling

X

Reaching

X

Handling

X

Grasping

X

Fingering

X

Feeling

X

Talking

X

Hearing

X

Visual Perception

X

Repetitive Motions

X

Eye/Hand/Foot Coordination

X

Memorization/Concentration

X

Learning/Knowledge Retention

X

Preparing/Analyzing Numerical Figures

X

Use of Interfaced Commmunication Devices (Phone, Computer, Radio etc.)

X

Analyzing/Examining/Testing Data

X

Emotional/Behavioral Self-Regulation

X

Interacting with Others

X

Comprehension

X

Organization

X

Decision Making

X

Comprehension

Organization

Decision Making

Communication

Extreme cold

X

Extreme heat

X

Humid

X

Wet

X

Noise

X

Hazards

X

Temperature Change

X

Atmospheric Conditions

X

Vibration

X

Computers/Monitors

X