Administrative Services Manager - Naples Police

City of Naples; Naples (FL); On-site; USD 85,000 - 115,000; Full time

Job summary

The City of Naples seeks a senior administrator to plan, direct, and manage the Police Department's records, financials, purchasing, payroll, and inventory control functions. The role leads staff, ensures policy compliance, and oversees budgets and reporting to agencies.

Responsibilities include procurement, asset management, records custody, and coordination with city officials and regulators to maintain accreditation standards and efficient operations.

Qualifications

• Bachelor's degree in Accounting, Finance, Public Administration, or related field, plus seven years of progressively responsible supervisory experience in records management, procurement, budget management or related field.
• Equivalent combination of education, training and experience may be considered.

Responsibilities

• Plans, directs and manages the Police Department's records, fiscal accounting, purchasing, payroll, building maintenance, and inventory control functions.
• Supervises staff, directs work, conducts performance appraisals, and handles staff concerns.
• Manages department budgets, expenditures, grants, and reports; ensures compliance with policies and laws.
• Oversees purchasing, inventory, asset management, and procurement rules compliance.
• Serves as records custodian and liaises with agencies; coordinates maintenance of facilities and vehicles.

Skills

Supervisory experience

Budget management

Records management

Education

Bachelor's degree in Accounting, Finance, Public Administration, or related field

Job description

PURPOSE OF CLASSIFICATION

The purpose of this classification is to plan, direct and manage the programs, services, staffand resources of the Police Department's records, fiscal accounting, purchasing, payroll, building maintenance,and inventory control functions.

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.

• Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
• Manages department programs, services, resources, prepares and maintains policies, operating procedures, and work schedules; ensures that operations comply with established policies and procedures, rules, regulations, and law enforcement accreditation standards.
• Manages department financial resources; develops and administers the department's budgets; compiles, analyzes and submits financial data and recommendations; monitors expenditures and all CIP projects, ensures compliance with approved budget levels; manages and audits petty cash fund; manages and audits funds and prepares and submits required reports for related issues.
• Manages purchasing functions, and inventory management for the department; reviews and approves all purchase requisitions and direct payment requests; ensures all purchasing functions are executed in accordance with all local, state and federal procurement rules and regulations; oversees distribution, use and accounting for purchasing and gasoline credit cards; oversees maintenance of inventory of uniform, duty gear, equipment and supplies; accounts for all department fixed assets and disposals
• Manages the creation, utilization, maintenance, retention, preservation, dissemination, and disposition of records for the department; ensures policies and procedures regarding records retention are executed in accordance with local, state and federal records retention regulations; serves as records custodian for police including criminal records; and serves as liaison with other local and state agencies
• Manages all maintenance-related functions, which included the police building, and coordination of the maintenance, purchase and replacement of vehicles and other major items that require more analytical and procedural intricacies. than smaller items such as uniforms, equipment, and supplies.
• Manages and monitors revenues and expenditures related to the US government's Equitable Sharing Program and the State of Florida's Forfeiture Act, from asset forfeitures and seizures from criminal cases. The accounting for and use of these funds are controlled by a complex set of state and federal laws that are subject to annual audits.
• Submits required financial reports for any grants awarded to the department by various agencies, such as the US Department of Justice and Florida Department of Law Enforcement.
• Monitors and evaluates department services and operations; quality assurance, and quality improvement initiatives; analyzes operational statistics and staffing needs; directs the administration of employee training and certification activities; ensures employees receive adequate training and obtain required certifications.
• Responds to complaints and questions related to department operations; evaluates/responds to various requests for service/assistance from the public; provides information, research problems, and initiates problem resolutions.
• Serves as liaison between police and other departments regarding all purchasing, payroll and purchasing issues; communicates with City officials, employees, other departments, regulatory agencies, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing Microsoft Word, Excel, Munis, Telestaff,Executime, word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability to function in a managerial capacity for a division or organizational unit. Includes the ability to make decisions on procedural and technical levels.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to start, stop, operate and monitor the functioning 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.

MINIMUM QUALIFICATIONS

• Bachelor's degree in Accounting, Finance, Public Administration, or related field; supplemented by seven (7) years of progressively responsible supervisory experience in records management, procurement, budget management, or related field; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills, and abilities for this position.
• Must possess and maintain a valid Florida Driver License, "Class E," with a driving record that meets or exceeds minimum City 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.

ADA COMPLIANCE

Physical Ability: Tasksrequiretheabilitytoexertlightphysicaleffortinsedentarytolightwork,butwhichmayinvolve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.