City of Gainesville · 20 hours ago
Administrative Service Manager for Facilities
Gainesville, Fl
Full-time
Onsite
Mid, Senior Level
$52K/yr - $84K/yr
6+ years expCity of Gainesville is committed to community improvement and is seeking an Administrative Service Manager for Facilities. This role involves managerial and administrative work developing and implementing financial and operational strategies, policies, and procedures within the department.
Government Administration
Responsibilities
Develops, implements, and manages the daily and long-term operations of departmental administrative support services pertaining to budgeting, financial reporting, purchasing, accounts payables, communications, customer service, public education and community outreach, human resources management, payroll functions, and quality assurance
Supervises and coordinates the activities of subordinate employees including determining work procedures and schedules, issuing instructions and assigning duties, reviewing work, recommending personnel actions, conducting performance reviews, conducting departmental training and orientation, recommending disciplinary action, and making hiring and termination recommendations
Formulates departmental administrative, financial and operational policies and procedures and guidelines
Advises division heads and other departmental staff on departmental administrative, financial and operating policies, procedures and guidelines
Serves as primary liaison to the Human Resources Department, Finance Department, Office of Budget and Finance, and other departments as necessary. Solves problem issues on a timely basis with staff on all finance, budget, purchasing, personnel-related matters, and procedural matters
Serves as Facilities Incident Command System Finance and Administration Section Chief and is responsible during officially declared city emergencies for purchasing authority changes, approving emergency purchases, establishing an emergency purchasing system, accurately tracking expenditures for declared emergencies, payroll, other related activities, and completion of required paperwork and FEMA reporting
Develops, formulates and implements planning strategies to efficiently and effectively provide for administrative support services to all departmental operations, including the continuation of operations for short- and long-term vacancies, and during extreme emergency events
Develops, coordinates and administers all activities related to budget preparation for all divisions to include budget presentations
Prepares, submits, and monitors the annual budget for the Administrative Services divisional unit
Monitors departmental expenditure/procurement activities for adherence to applicable internal and external financial policies and procedures
Manages visa budget allocation and makes recommendations for incremental increases during the biannual budget process
Develops, implements and manages internal departmental purchasing controls and procedures
Reviews federal, state and local laws, contracts, agreements and regulations governing local government budgets to ensure compliance
Coordinates projects and activities with various city, state and federal agencies
Develops, implements and administers the fee structures adopted for the department by the City Commission
Attends work on a continuous and regular basis
Qualification
Required
Associate degree from an accredited college or university that includes course work in public or business administration or related subjects
Six (6) years of responsible local government administrative experience, preferably within Public Works, two (2) of which must be at the supervisory or lead level
Valid Florida Driver License required within 30 days of appointment
Thorough knowledge and understanding of standard operating procedures, financial requirements for all types of governmental funds, personnel regulations and purchasing policies applicable to local governments
Thorough knowledge of principles and practices of organizational administration and management, budgeting, accounting, and human resource management
Ability to understand and ensure compliance with City Personnel Policies and Procedures, City Purchasing Policies and Procedures, and City and Departmental standard operating procedures
Ability to analyze emergency situations quickly and accurately and respond with an appropriate course of action
Ability to develop, supervise, organize and counsel staff, including the ability to effectively appraise employees' performance and propose any necessary disciplinary actions
Ability to understand and ensure compliance with laws, rules and regulations governing all types of governmental funds
Ability to effectively communicate, both orally and in writing, including public speaking and presentations and the preparation of written reports and memoranda
Ability to establish and maintain effective working relationships with employees, supervisors, government agencies and the general public
Ability to analyze and evaluate departmental programs, policies, procedures and guidelines to ensure services are delivered efficiently and effectively
Ability to prepare and analyze financial forecasting reports
Benefits
Health insurance
Life insurance
Paid leave
11 paid a holidays a year
A pension plan
A deferred compensation plan
On-site fitness centers
Tuition reimbursement
On-site medical staff
A wellness program to keep you healthy and happy
Company
City of Gainesville
Gainesville is defining a new kind of city - a new American city - that aspires to become a model for other communities
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Bonita Delatorre
Talent Acquisition Specialist
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