Administrative Manager

City of Naples; Naples (FL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Tobacco-Free Workplace

Job summary

City of Naples is seeking an experienced administrative professional to lead the Administrative Specialist and Administrative Coordinator in the Community Services Department. You will manage budget processes, prepare financial reports, and coordinate HR activities, including postings and onboarding, while supporting City Council agenda preparation.

The role requires a Bachelor’s degree and 5 years of administrative experience, with strong PC skills and knowledge of Munis/Civic Plus.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, or related field.
• 5 years’ experience as an Administrative Assistant and/or Administrative Support staff.
• Advanced use of modern computer office and presentation software.

Responsibilities

• Lead Administrative staff for Community Services Department in coordination with Deputy Director and Director.
• Organize budget process, develop worksheets, and prepare final budget proposals.
• Provide monthly budget reports and data reports for division status.
• HR liaison: post ads, coordinate interviews, and HR onboarding.
• Prepare City Council and Community Services Advisory Board agendas and distribute materials.
• Disposal and management of public records and related duties.

Skills

Administrative leadership

Budget management

Public administration

Data reporting

Education

Bachelor’s degree in Business Administration or Public Administration

Tools

MS Office (Outlook, Word, Excel, PowerPoint)

Munis

Civic Plus

Adobe Acrobat

Job description

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform highly responsible administrative services to ensure organizational effectiveness and efficiency. This includes organizing and coordinating administrative operations, staff, procedures, administrative support duties, and public contact work for the Community Services Department. Oversee and provide routine and specialized administrative support to the Department. Work requires specialized knowledge of Department functions and daily planning to ensure all tasks are completed within established time frames. The employee in this classification is responsible for managing administrative affairs and staff and coordinating various City functions and activities.

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform highly responsible administrative services to ensure organizational effectiveness and efficiency. This includes organizing and coordinating administrative operations, staff, procedures, administrative support duties, and public contact work for the Community Services Department. Oversee and provide routine and specialized administrative support to the Department. Work requires specialized knowledge of Department functions and daily planning to ensure all tasks are completed within established time frames. The employee in this classification is responsible for managing administrative affairs and staff and coordinating various City functions and activities.

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.

• Serves as the Lead for Administrative Specialist and Administrative Coordinator positions in the Community Services Department, reporting to the Deputy Director and Director.
• Responsible for organizing the budget process with each Division of the Community Services Department, including communicating deadlines, developing worksheets, and ensuring information is gathered for Director review. The Administrative Manager will input the department’s final budget proposal by coordinating the efforts with the Administrative Specialist and Administrative Coordinator positions in the Community Services Department.
• Provides monthly budget reports for each division with data to accurately track the current status of each section.
• Coordinates collecting and developing monthly data reports by obtaining information from each division’s administrative staff, then distributes it to the Director, Deputy Director, and Superintendents.
• Serves as the direct Administrative personnel for Enterprise and Administration operations in the Community Services Department, including entering invoices, handling P-card statements, requisitions, and other financial tasks as needed.
• Manages donations, grants, and sponsorship accounts; providing reports and tracks the spending.
• Research, coordinates, and submits private, local, state, and federal grants for projects identified in the department.
• Capital Improvement Projects: Keeps updates on projects in the department; tracks down the contracts and resolutions related to each project; inputs the requisition with all related material; and updates the CIP tracking sheet
• Manages department related contracts to track expirations, renewals, and other information as it pertains to established contracts with organizations (e.g. concessions, instructors, organizational leagues, service contracts, interlocal agreements, copier lease, etc.), ensuring the coordination of next steps for each.
• Coordinates with other administrative positions in the department the proper disposal of public records
• Serves as the HR liaison to the Human Resources Department: coordinates job post with hiring supervisors; submits advertisements for vacant positions; sets-up interviews; handles new hire paperwork; sets up department orientation; develops PAF’s; other HR related topics.
• Updates the department’s Personnel Manual and Operating Procedures.
• Conducts market research and organizes information related to updating fees.
• Prepares production of City Council and Community Services Advisory Board, agendas; receives and reviews packets for accuracy from each Division of the department; assembles, copies, and distributes to appropriate staff and Community Service Advisory Board members; prepares agenda for meetings from information received; ensures City procedures are followed; prepares electronic agenda documents and makes them available to officials, employees and the general public.
• Performs or delegates research of public records from outside government entities, researches and fulfills requests, coordinates internal records retrieval.
• Assists in compilation and preparation of presentations, spreadsheets, reports and other materials as requested;
• Prepares a variety of correspondence for official signatures converts handwritten, dictated and/or typed documents into advanced word processing, spreadsheet, database, and/or presentation materials; edits scanned files, as needed; and responds to written correspondence.
• Assists the Special Event and Marketing Supervisor with obtaining marketing material and coordinating advertisements as needed; as well as special event applications with related material.
• Assists Department Director and Deputy Director with various special projects as directed.
• Provides/assists with a variety of routine administrative support duties, receives, sorts, processes, and distributes department mail; prepares parcels and packages for mailing, as needed; answers telephones, files data, maintains files, copies/scans materials; takes telephone inquiries and complaints, ascertaining the nature of the call, and resolving personally or directing to the appropriate entity or department.
• Operates a personal computer to enter, retrieve, review or modify data, utilizing Microsoft Outlook, Word, Excel, Access, PowerPoint, Publisher, Adobe Acrobat, Munis, Civic Plus, word processing, spreadsheet, database, presentation, Internet, e-mail, website updates or other software; and operates general office or other equipment as necessary to complete essential functions.
• Provides general training and technical assistance to other personnel in use of various computer applications.

ADDITIONAL FUNCTIONS

• Serves as the lead Administrative position related to Emergency Operations by distributing and collecting 214’s, timesheets, submitting department needs through the EOC, organizing the contractor list, and updating the manual.
• Performs other related duties as required.

Minimum Qualifications

• Bachelor’s degree in Business Administration, Public Administration, or related field
• 5 years’ experience as an Administrative Assistant and/or Administrative Support staff.
• Must demonstrate skilled technical experience and advanced use of modern computer office and presentation software, including database, spreadsheets, word processors, and publication/presentation software.
• Must possess and maintain a valid Florida driver license, class “E” and a driving record which meets or exceeds minimum City driving standards.

Other Requirements

The City of Naples is a Tobacco-Free Workplace. Applicants for the City of Naples must not have been a user of tobacco products for at least six (6) months immediately preceding an application for employment; and, if hired, must maintain non-use of tobacco products for the duration of employment with the City of Naples. Tobacco is defined as any lighted or unlighted cigarette, cigar, pipe, nicotine dispensing device, other types of smoking product, smokeless tobacco including dip, chew or snuff.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

EMERGENCY RESPONSE STATEMENT

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

The City of Naples, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Naples, Florida will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the