Administrative Services Manager

Washington County, MN; Minnesota; Hybrid; USD 85,000 - 100,000; Full time

Job summary

Washington County's Community Services Administrative Services Manager oversees core administrative, operational, and public compliance functions, providing executive support to the Director and coordinating senior management activities.

The role leads policy and training systems, department-wide event planning, and interdepartmental collaboration, while directing administrative teams handling personnel processes, space and technology coordination, and records, mail, and data management

Qualifications

• Bachelor's degree in business administration, public administration, accounting or related field.
• Six years of full-time paid experience in administration of related programs, two years in supervisory/management capacity.

Responsibilities

• Manage office operations, finances and technology within the department.
• Analyze, evaluate, modify and approve procedures in the administration of the division or department.
• Oversee performance measurement program.
• Research, design and implement financial systems and procedures.
• May serve as chief financial officer for the department.
• Oversee department operations of financial management systems including payroll, general ledger, accounts payable, accounts receivable, inventory, contract management, job cost and service billing.
• Coordinate department financial audits.
• Ensure compliance with accounting principles.
• Provide financial management for multi-fund major capital improvement projects.
• Oversee information systems utilized by the department, including design, development, installation, implementation, maintenance and support.
• Serve as contract manager for the department.
• Manage administrative services.
• Perform financial analysis.
• Research and prepare financial and administrative reports.
• Troubleshoot and resolve technical issues.
• Determine technology needs for the department.
• May manage multiple budgets.
• Conduct research for budget process.
• Coordinate development and preparation of annual budget.
• Monitor department/division budget to assure fiscal integrity and compliance with sound financial management practices; recommends changes or modifications as necessary to the Director.
• Initiate and delegate special projects.
• Supervise staff.
• Interview and make staff recommendations.
• Create and manage work schedules.
• Provide work direction and review work for accuracy.
• Develop and facilitate staff training.
• Guide staff through changes in laws, processes, services or programs.
• Respond to grievances or special issues.
• Conduct performance reviews.

Skills

Leadership

Team development

Project management

Executive support

Policy development

Technology systems

Education

Bachelor's degree in Business Administration

Job description

The Administrative Services Manager in Community Services oversees the department’s core administrative, operational, and public compliance functions. This role provides executive support to the Director, coordinates senior management activities, manages policy and training systems, and leads departmentwide event planning and interdepartmental collaboration. The manager is responsible for key compliance areas including Civil Rights, ADA coordination, and Data Practices. The position also directs administrative teams responsible for personnel processes, office space and technology coordination, communications support, and comprehensive records, mail, and data management operations. Additionally, the role guides the effective use of departmental software and systems to support overall operations.

Washington County Community Services values your experiences, perspectives, and unique identity. We are committed to building and sustaining an equitable and inclusive work environment where differences are valued and accepted. We believe diversity benefits and enriches our work and helps us to effectively deliver services to our employees and communities.

DESIRABLE EXPERIENCE:

• Demonstrated leadership and team development skills, with the ability to collaborate effectively across departments
• Strong administrative, organizational abilities, including event planning and coordination and project management
• Excellent written communication and strategic thinking skills, with the ability to synthesize information into clear, concise outputs
• Experience providing high level executive and senior level support
• Skill in policy development, training system administration, and operational management
• Knowledge of office space planning, technology systems, and software tools

SELECTION TECHNIQUE:

Your training and experience will be rated based on the required application material submitted and the top-scoring candidates will be forwarded to the hiring department for further consideration.

HOURS / DAYS:

8:00 am - 4:30 pm / Monday - Friday with ability for flexibility of working remotely as approved by the supervisor. Work schedules (hours and days) are subject to change based on department needs.

ANTICIPATED PAY RATE:

$84,718.40- $100,193.60 Annually

E-Verify Participation:

Washington County participates in the federal E-Verify program. This means that Washington County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Washington County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

E- Verify Participation Poster

Right to work Poster

Under the direction of the department director, this is a professional, administrative and supervisory position that oversees a major division within a multi-function county department. The Administrative Services Manager develops standards, controls, and policies to administer and finance a variety of federal, state, local and internal programs, supervises Administrative and Accounting staff, and oversees financial management, office operations and use of technology.

MINIMUM QUALIFICATIONS:

This position requires a Bachelor's degree, from an accredited college, in business administration, public administration, accounting or a related field and six (6) years of full-time paid experience in the administration of related programs, two years of which must have been in a supervisory or management capacity, or equivalent.

CORE COMPETENCIES, JOB SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR SUCCESSFUL JOB PERFORMANCE

Core Competencies outline essential business and professional traits necessary to perform this job.

• Support and prioritize a welcoming and respectful workplace that fosters diversity and encourages contributions from all individuals.
• Provide inclusive and equitable service to all members of the community with dignity and respect.
• Demonstrate support for the County’s diversity, equity and inclusion program.
• Promotes a culture of continuous quality improvement in the workplace.
• Demonstrates knowledge of continuous quality improvement.
• Promotes the engagement of staff and use of data in continuous quality improvement.
• Demonstrates ability to utilize judgment in applying accounting concepts, precedents and established guidelines to specific areas.
• Demonstrates thorough knowledge of department financial systems, concepts, principles, practices and procedures and the ability to apply them to financial transactions.
• Demonstrates knowledge of the budgeting processes.
• Demonstrates thorough knowledge of technology and applies technology to improve efficiency.

1. Manage office operations, finances and technology.
2. Analyze, evaluate, modify and approve procedures involved in the administration of a division or department.
3. Oversee performance measurement program.
4. Research, design and implement financial systems and procedures.
5. May serve as chief financial officer for the department.
6. Oversee department operations of financial management systems including payroll, general ledger, accounts payable, accounts receivable, inventory, contract management, job cost and service billing.
7. Coordinate department financial audits.
8. Ensure compliance with accounting principles.
9. Provide financial management for multi-fund major capital improvement projects.
10. Oversee information systems utilized by the department, including design, development, installation, implementation, maintenance and support.
11. Serve as contract manager for the department.
12. Manage administrative services.
13. Perform financial analysis.
14. Research and prepare financial and administrative reports.
15. Troubleshoot and resolve technical issues.
16. Determine technology needs for the department.
17. May manage multiple budgets.
18. Conduct research for budget process.
19. Coordinate development and preparation of annual budget.
20. Monitor department/division budget to assure fiscal integrity and compliance with sound financial management practices; recommends changes or modifications as necessary to the Director.
21. Initiate and delegate special projects.
22. Supervise staff.
23. Interview and make staff recommendations.
24. Create and manage work schedules.
25. Provide work direction and review work for accuracy.
26. Develop and facilitate staff training.
27. Guide staff through changes in laws, processes, services or programs.
28. Respond to grievances or special issues.
29. Conduct performance reviews.

Performs other duties as assigned.

Essential functions: 1, 2, 10, 12, 21, 22, 23, 24, 25, 26, 27, and 29.

WORK ENVIRONMENT

Work performed is sedentary in nature, and typically performed within the Government Center or a satellite office. Lifting requirement of 15-20 pounds on an occasional basis. Frequent wrist and finger manipulation due to high concentration of filing, compiling, calculating, or computer work. Equipment used may include, but is not limited to, computer, calculator, telephone, camera, and copier/scanner/fax machine.

Work interruptions are frequent. There is some pressure associated with project or activity deadlines and details. Must have own means of reliable transportation for business purposes. Individuals operating a motor vehicle for County business must possess a valid driver's license.

Additional physical/mental requirements that occur may not be listed above but are inherent in performing the position's essential functions.

This job description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The County retains the discretion to add or change the contents of this job description at any time.