5248 - Administrative Services Manager II - Pima County, AZ : Job Details

OPEN UNTIL FILLED

Salary Grade: 15

Pay Range

Hiring Range: $66,536 - $79,843 Annually

Full Range: $66,536 - $93,150 Annually

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.

This position will report to the Planning & Engineering Division of the Department of Transportation with a focus on the department's capital improvement program (CIP). The position will have a range of duties related, but not limited to, CIP including developing the CIP budget, tracking performance measures, researching contracts and intergovernmental agreements, resolving funding issues such as budget stops and payroll rejections, preparing reports on funding sources, developing departmental policies and objectives, and representing the department's program. The position will also assist Department leadership in reviewing high-level forecasts for the department.

The first review of applications will be on 10/04/2024. (Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor.)

Manages and administers, and plans administrative or support services or operations, including fiscal and general administrative functions as they relate to area of assignment;

Manages, administers and coordinates internal services or support functions for a department or specific functional unit;

Manages the acquisition, storage and distribution of supplies and equipment to support unit or department activities;

Develops or participates in the development of departmental related policies and procedures and implements same as they relate to area of assignment;

Interprets unit or department policies and operational procedures and reviews current and proposed new or changed rules, regulations or related materials for impact on unit, division, or department management or operations, and recommends changes to management;

Develops and implements new procedures for both short and long term plans to improve efficiency, productivity and operating economy of areas of assignment;

Provides input to and assists in the development and design of automated information systems;

Coordinates the collection, reporting and documentation of data for assigned activities through affected supervisors and division managers and composes and writes reports concerning activities of areas of assignment;

Oversees the development, submission, maintenance and archiving of County/state/ federal-mandated reports, forms, and records;

Directs formal training and development programs for assigned staff, County employees, or community or public interest groups;

Supervises, trains and evaluates support staff and coordinates the activities of area of assignment;

Reviews work of staff to ensure accuracy of documents and adherence to policy;

Represents the department/division by interacting with various County, federal, and state departments, agencies, private industry, contractors, and public committees to assist in accomplishing department and unit goals;

Administers internal personnel activities in coordination with the centralized Human Resources Department;

Monitors day-to-day financial matters such as sources of funding, contract renewals, payroll, purchases and petty cash funds;

Administers internal procedures for conducting competitive hiring and promotion;

Develops, monitors, revises and administers all or part of the department or assigned unit budget and maintains budgetary records;

Conducts research, data-gathering and reporting of special projects related to area of assignment.

KNOWLEDGE & SKILLS:

Knowledge of:

* principles and practices of effective supervision and management;

* principles and practices of public administration, procurement, warehousing, training and safety or assigned administrative and support functions;

* personnel policies, rules and systems;

* public sector accounting and financial practices;

* County and departmental contracting;

* budgeting and accounting processes and procedures and grants administration;

* federal, state and local laws, rules, regulations, mandates and legal procedures for area of assignment and associated reporting requirements;

* training methods, programs and procedures;

* budgetary concepts, processes and procedures.

Skill in:

* coordinating internal activities with other divisions, departments, jurisdictions, contractors, and vendors;

* coordinating the efforts of support staff;

* effective communicating;

* administering and monitoring grants and contracts in the public sector;

* compiling and submitting local, state, and federal-mandated reports and related information in area of assignment;

* coordinating the collection, documentation, filing and archiving of assigned activity reports and data;

* developing and administering training and development programs, to include licensing and certification programs;

* managing the acquisition, storage, issue and accounting for materials;

* assessing the impact of new/changed rules, regulations and mandates on activities of assigned areas;

* planning, organizing, reviewing, monitoring and revising budgets.

(1) Bachelor's degree from an accredited college or university with a major in public or business administration/management, purchasing, material management, accounting, occupational training, engineering or a related field AND three years of supervisory experience in public or business administration or in one of the identified fields.

(Relevant experience and/or education from an accredited college or university may be substituted.)

OR:

(2) Five years of professional-level experience in any of the identified fields that includes at least three years of supervisory or managerial experience.

Qualifying education and experience must be clearly documented in the Education and Work Experience sections of the application. Do not substitute a resume for your application or write see resume on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.):

* Minimum three (3) years experience in capital improvement programs, project development and delivery.

* Experience in data and database management including WorkDay, MasterWorks, Amplifund, Maximo, & On-Base.

* Minimum three (3) years experience in funding sources in the Transportation CIP and the PAG TIP.

* Minimum five (5) years experience in Excel, Word, MS Project, and PowerPoint.

* Minimum five (5) years experience in preparing reports and writing letters/memos.

* Experience in assisting others with instituting change.

Selection Procedure:

Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidates from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process. Licenses and Certificate: Valid driver license is required at time of application. Valid AZ driver license is required at time of appointment. The successful applicant will be subject to a 39-month DOT Motor Vehicle Record review to determine applicant's suitability to operate county vehicles in accordance with Pima County administrative procedures. Failure to obtain and maintain the required licenses and certifications shall be grounds for termination. Any offer of employment resulting from this recruitment is contingent upon Fleet Services' review and approval of the candidate's driving record.

Special Notice Items: The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County.

Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.

EEO Information: Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.