Administrative Manager

Description

Equity, Definition and Examples of Duties

• Commitment to Equity and Inclusion As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality service is a shared goal. All employees must be able to demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. DEFINITION Under general supervision, supervise staff that provides administrative support, accounting, purchasing and supply distribution. May oversee business management activities related to coordination of the department annual budget, purchasing and accounts payable. May manage functions such as facilities management. May be assigned responsibilities in areas such as preparing competitive Requests for Proposals and coordinating proposal review efforts; and contract process monitoring. Acts as the primary contact for assigned programs and agencies. Supervise staff as assigned. Perform related duties as assigned. EXAMPLES OF DUTIES Note: These positions perform a wide variety of administrative functions (refer to position descriptions). General Administrative Manager : Supervise administrative support personnel activities, develop, implement and monitor policies and procedures necessary to provide administrative support or clerical services. Generate confidential disciplinary and labor relations documents. Recommend new techniques and operations to improve effectiveness and efficiency of operations. Develop and maintain record keeping systems and interface with IT personnel when computerized systems are developed and/or modified. Perform cost benefit analysis on suggested processes or equipment. Respond to facilities problems and arrange for repairs. Work in a liaison capacity with other administrative support agencies such as employee relations, purchasing, payroll and other outside service agencies. Participate in budget development activities. Maintain effective communication with fiscal staff, prepare Purchase of Services contracts and monitor contract timelines. Negotiate department contracts and leases. Prepare data, reports and presentations regarding assigned programs. Meet regularly with assigned agencies, monitor agencies for quality compliance and coordinate implementation of changes in programs in accordance with Federal, State, and County program standards. Review quarterly reports, review proposals submitted by assigned agencies and make recommendations regarding fiscal allocations, program expectations and performance indicators. Discuss progress toward identified goals and barriers to achieving goals. Train users in the use of a variety of software. Control expenditures from approved budgeted accounts. Perform or supervise a master scheduling function; responsible for department purchasing and equipment control. Jail Administrative Manager : Responsible for the daily operations and management functions of jail booking intake and release, court record updating, and jail accounting within the Sheriff’s Office, Security Services Division. Provides management, oversight, auditing, and development of Security Services clerical practices and procedures. Supervises staff development, training, mentoring and coaching. Makes recommendations for staff discipline and termination. Participates in interview panels and makes recommendations for hiring and promoting staff. Develops and oversees procedures for jail booking intake and release, court record updating, fingerprint process, and accounting practices. Develops annual operating and capital budget requests and coordinates spending for division. Develops, oversees, and takes part in division and agency-wide technology initiatives. Monitors correct data entry into department RMS. Participates on committees, subcommittees, task forces, and groups as requested.

Commitment to Equity and Inclusion

DEFINITION

Note: These positions perform a wide variety of administrative functions (refer to position descriptions).

Education, Experience and Special Requirements

• Education, Training and Experience : Any combination of training and experience equivalent to graduation from an accredited college or university with a Bachelor’s degree in Accounting, Business/Public Administration or related field and three (3) years of professional experience. Special Requirements : Must have a valid driver’s license, or access to reliable personal transportation, or equivalent. Background Check Statement: Some positions may require a criminal background check which can include fingerprinting due to the nature of the job’s responsibilities. Wisconsin’s Fair Employment Law, s. 111.31 – 111.395, Wis. Stats., prohibits discrimination because of an arrest or conviction record. However, Dane County may disqualify an applicant if the position’s responsibilities are substantially related to the applicant’s criminal history (e.g., the nature of the crime and its relationship to the position, whether hiring, transferring or promoting an applicant would pose an unreasonable risk to the business, its employees, customers and vendors, etc.) Management reserves the right to make employment contingent upon successful completion of the background check. For Bilingual Positions : Provide services in both English and the required foreign language (e.g., Spanish, Arabic, Hmong, etc.). Applicants being considered for bilingual positions will be tested during the recruitment process prior to employment. This will primarily consist of passing an oral language proficiency assessment from English to foreign language and foreign language to English, but may require additional language testing, such as written translation, if it is an essential function of the job. *If applicable, individuals may confirm with the Employee Relations Division whether results of bilingual language certifications/ examinations they currently hold qualify them for the position’s bilingual designation. For Jail Administrative Manager : Must be able to pass a thorough background check in order to obtain and maintain security clearance for access to jail facilities. Physical and Environmental Work Requirements : Ability to lift 20-pound boxes with assistance and 10-15 pound boxes unassisted. Ability to sit for extended periods of time. Ability to view a computer monitor/screen for long periods. Manual dexterity using fine and gross motor skills. Ability to speak and be heard by others. Ability to see and hear within normal ranges with or without corrective devices.

Education, Training and Experience

Special Requirements

• Must have a valid driver’s license, or access to reliable personal transportation, or equivalent.
• Background Check Statement: Some positions may require a criminal background check which can include fingerprinting due to the nature of the job’s responsibilities. Wisconsin’s Fair Employment Law, s. 111.31 – 111.395, Wis. Stats., prohibits discrimination because of an arrest or conviction record. However, Dane County may disqualify an applicant if the position’s responsibilities are substantially related to the applicant’s criminal history (e.g., the nature of the crime and its relationship to the position, whether hiring, transferring or promoting an applicant would pose an unreasonable risk to the business, its employees, customers and vendors, etc.) Management reserves the right to make employment contingent upon successful completion of the background check.

For Bilingual Positions

Physical and Environmental Work Requirements

• Ability to lift 20-pound boxes with assistance and 10-15 pound boxes unassisted. Ability to sit for extended periods of time. Ability to view a computer monitor/screen for long periods. Manual dexterity using fine and gross motor skills. Ability to speak and be heard by others. Ability to see and hear within normal ranges with or without corrective devices.

Knowledge, Skills and Abilities

• Knowledge of effective supervisory techniques and methods. Effective interpersonal, oral and written communication skills. Ability to understand the principles of administrative and budgetary management, accounting, and financial management principles, methods and systems. Ability to work effectively with other staff, elected officials, other professionals, and the public. Ability to interpret and apply policies, regulations and procedures. Ability to learn and apply complex State and County guidelines related to accounting, personnel, and purchasing. Knowledge of purchasing, contracting principles, and practices. Ability to set goals, resolve problems, and make decisions. Knowledge of automated record keeping and management information reporting systems. Knowledge of modern office equipment, data storage systems and the ability to create and maintain databases and spreadsheets. Proficient Microsoft Office Suite application skills (i.e., Word, Excel, Access and Outlook). Thorough knowledge of automated record-keeping and management information reporting systems.

Benefits

• Become a part of the Dane County Team! We offer a wide range of benefits including fully paid dental and HMO health insurance premiums for full time employees/pro rated for part time employees. The County will also provide contributions towards POS health insurance premiums and short/long term disability. Additional benefits available include long term care, vision coverage, flex spending account and deferred compensation programs paid in full by the employee and a wellness program. For further details on insurance benefits visit https://admin.countyofdane.com/employee-relations/active-employee Bilingual Pay : Employees who work in bilingual designated positions receive an additional $2.00 per hour. Undesirable Hours Premium Pay : Employees may receive undesirable hours pay of $2.00 for anytime worked between 6:00 p.m. and 6:00 a.m and for anytime on Saturday and/or Sunday. (not applicable with all employee groups). Paid Parental Leave : Dane County also provides 12 weeks of paid parental leave for birth or adoption of a child. Caregiver Leave: Dane County offers 80 hours of paid leave to care for an ill family member. Telecommuting: Telecommuting allows employees to work remotely for all or part of their work week. Dane County considers telecommuting to be a viable, flexible option when both the employee and the job are suited to such an arrangement. Dane County will permit telecommuting when it benefits the productivity of the employee and their department and if determined by employee's department that telecommuting is not detrimental to either the County or the employee. Student Loan Forgiveness : If you are employed by a government or not-for-profit organization, you may be able to receive loan forgiveness under the Public Service Loan Forgiveness (PSLF) Program. WI Retirement System : Employees hired after 7-1-11 must be expected to work a minimum of 1200 hours annually to be enrolled in the Wisconsin Retirement System when hired. Like our Facebook page: https://www.facebook.com/DaneCountyEmployeeRelations/ Dane County participates in E-Verify. For more information see the Notice of E-Verify Participation and Right to Work posters here" and then the 'here' links to this page: https://admin.countyofdane.com/employee-relations
• https://admin.countyofdane.com/employee-relations/active-employee

Supplemental Questions