Administrative Services Manager jobs in Indiana

Job Description:

SUMMARY

Working under the direction of the Chief Financial Officer, the Program Manager (“Program Manager”) provides administrative, financial, engineering, technology, and policy related support for the Utility’s executive team, leadership to administrative support staff throughout the Utility, and ensures Utility projects and priorities are carried out. The Program Manager interprets operating policies, exercises independent judgment in the resolution of administration problems and maintains confidentiality. The Program Manager must be flexible and must have excellent project management and interpersonal skills and must be able to work well with all levels of internal management and staff, as well as outside vendors, clients and the public. The Program Manager is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City and Utility's safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.

Utility Leadership Support

• Acts as confidential aide and provides primary administrative support to City Utilities’ executive leadership team; Administrative support activities may include but are not limited to answering, distributing, tracking and following through on telephone calls and written correspondence received in the Utility’s administrative office; preparing; editing; copying and distributing documents; and responding to inquiries from the public;
• Manages projects assigned by executive leadership staff;
• Assists in the formulation, documentation, maintenance, and implementation of policies, procedures, rules, and regulations concerning the administration of the Utility; and, keeps abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to departmental operations and activities;
• Assembles information and creates written reports and documents in a concise, clear, and professional manner;
• Assists in collection and preparation of financial data necessary for the development of annual budget;
• Oversees or performs payroll and purchasing functions for the Utility leadership team;
• Supports utility leadership with human capital development and serves as a liaison between the Utility and the Human Resources Department;
• Acts as confidential aide and ensures that the executive leadership team is provided with administrative support by managing administrative and support activities for the Utility’s administrative office;
• Conducts research and prepares analytical studies and reports that include cost analyses, comparative data, and information to support findings;
• Oversees the preparation and distribution of documents such as Requests for Proposals or Requests for Qualifications necessary to secure adequate professional resources to carry out the Utility’s projects and priorities;
• Coordinates the preparation of a variety of documents including but not limited to applications for state and federal financial assistance for utility projects, grant applications and applications given by relevant professional associations and publications;
• Prepares and submits, in a timely manner, progress reports and financial reports in support of grants or other funding received by the Utility;
• Coordinates the collection and preparation of operating reports for the Utility, such as departmental performance data, time and attendance records, and project status reports. Locates and compiles information and formats reports, graphs, tables and records;
• Interprets and applies laws, rules and regulations applicable to the organization;
• Assists CFO in maintaining and monitoring progress made toward the goals outlined in the Utility’s strategic plan;
• Participates and provides administrative support to Utility performance improvement teams and initiatives;
• Directs services such as computer and office equipment maintenance and repair, supplies, mail and files for the Utility’s administrative office and provides assistance to subordinate departments in establishing similar services;
• Assists in preparation and monitoring of operating and capital budgets for the Utility’s administrative office;
• Represents the Utility in meetings with other City departments;

Stakeholder Relations Support

• Provides organizational support to Utility Public Information Officer for community engagement events;
• Provides support for community engagement events;
• Effectively interacts across the organization, with members of the general public, vendors, and with all other groups involved in the activities of the Department;

Administrative Team Leadership Support

• Coordinates the dissemination of information, including updates to policies, procedures, programs, and priorities, to all administrative support staff across the organization;
• Assists Department Heads on administrative and technical problems and procedures in assigned areas;
• Works with City Utilities executive leadership team and Utility Department Heads to develop coordinated and complementary annual performance goals for administrative support staff; and, to review the annual performance of said staff;
• Identifies and provides professional development opportunities for administrative services staff;
• Develops and implements long-term goals for Utility administrative support staff in order to promote effectiveness and efficiency;
• Creates and maintains up-to-date Standard Operating Procedures for Utility administrative processes;
• Develops and implements plans to provide adequate human and financial resources to meet the current and future administrative support need of the Utility’s administrative office;
• When called upon, advises department managers throughout the Utility in identifying administrative needs and assists managers in developing appropriate solutions or recommendations;
• Establishes, implements and monitors administrative policies, procedures and service level standards for the Utility.

MARGINAL FUNCTIONS

Performs other duties as required.

PERFORMANCE EXPECTATIONS

The Program Manager is responsible to manage their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the Program Manager is unsure of their role or specific responsibilities, it is the Program Manager’s responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the Program Manager, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved.

SUPERVISORY RESPONSIBLITIES

The Program Manager leads, coordinates, and monitors the performance of administrative support staff throughout the utility, in cooperation with the individual departments and department heads they support.

QUALIFICATIONS

To perform the job successfully, an individual must be able to perform essential duty satisfactorily. The requirements listed below 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.

EDUCATION and/or EXPERIENCE

Any combination of education/experience equivalent to a Bachelor’s degree in Public Administration or related field and three (3) years experience in an administrative support leadership role; A Master’s Degree in Public Administration may be substituted for experience.

OTHER KNOWLEDGE, SKILLS and/or ABILITIES

• Expert proficiency in the use and customization of word processing and spreadsheet software , particularly the aggregate Microsoft Office suite;
• Uses independent judgment and discretion in the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems;
• Effectively comprehends, interprets, and applies regulations, procedures, and related information.

LANGUAGE SKILLS

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. Communication skills conducive to maintaining optimum working relationships with staff members, other departments, local, state and federal agencies, business and the general public.

MATHEMATICAL SKILLS

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in writing, oral, diagram, or schedule form.

CERTIFICATIES, LICENSES, REGISTRATIONS

• Valid Indiana Driver’s License if City vehicle is used.
• Notary or the ability to obtain within six months of start date.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger to handle or feel; reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate.