Administrative Services Officer

Administrative Services Officer

The Administrative Services Officer is a senior management position responsible for providing centralized administrative leadership, oversight, and coordination of executive administrative support functions throughout the City. Reporting to the City Manager, the position establishes uniform administrative standards, improves operational efficiency, and ensures consistent implementation of administrative policies and procedures across all City departments. The Administrative Services Officer provides administrative supervision and professional development for Executive Assistants and other designated administrative support personnel assigned throughout the City's departments. The position is responsible for promoting consistency, accountability, and excellence in administrative operations while ensuring compliance with City policies, financial controls, personnel procedures, records management requirements, and customer service standards. The Administrative Services Officer serves as an administrative resource to Department Directors and executive leadership and works collaboratively with the Finance Department, Human Resources Department, Procurement Division, and other City departments to improve administrative processes and organizational effectiveness.

The following duties are representative and are not intended to be all-inclusive.

Administrative Leadership • Provides Citywide administrative leadership for Executive Assistants and designated administrative support personnel. • Develops and implements standardized administrative procedures, workflows, and best practices across all City departments. • Promotes operational consistency and continuous improvement in administrative support services. • Serves as the principal advisor to the City Manager regarding administrative support operations and organizational efficiencies.

Supervision of Executive Assistants • Provides direct administrative supervision of Executive Assistants assigned throughout the City's departments. • Coordinates recruitment, onboarding, orientation, training, mentoring, and professional development of Executive Assistants. • Conducts or coordinates performance evaluations and performance improvement plans in conjunction with Department Directors and Human Resources. • Establishes performance expectations and service standards for administrative support personnel. • Ensures compliance with City personnel policies, administrative directives, and applicable laws.

Financial and Administrative Coordination • Oversees administrative processes to ensure the timely preparation, routing, and processing of departmental accounts payable documents. • Monitors administrative workflow to ensure invoices, purchase requests, purchasing documentation, and other financial transactions are processed accurately and timely. • Coordinates with the Finance Department to improve administrative financial processes and internal controls. • Assists departments in resolving administrative issues affecting payment processing.

Payroll and Personnel Administration • Ensures Executive Assistants properly prepare, review, and submit employee timesheets and payroll documentation in accordance with City payroll deadlines. • Monitors compliance with leave reporting, overtime authorization, and personnel documentation requirements. • Coordinates with Human Resources and Payroll staff regarding administrative personnel functions. • Assists Department Directors with administrative personnel functions as assigned.

Executive Calendar Management • Establishes standardized procedures for managing Department Director calendars. • Ensures executive calendars accurately reflect meetings, deadlines, Commission presentations, public events, conferences, and other official engagements. • Promotes efficient scheduling and coordination among City departments and executive leadership.

Records Management and Correspondence • Oversees standardized procedures for processing departmental mail, correspondence, and official communications. • Ensures proper routing, tracking, retention, and filing of official records consistent with Florida Public Records Law and City policies. • Coordinates administrative records management initiatives throughout the organization.

Administrative Process Improvement • Reviews departmental administrative processes to identify opportunities for increased efficiency and improved customer service. • Develops standardized forms, templates, operating procedures, and administrative manuals. • Coordinates Citywide administrative training initiatives. • Implements technology solutions to improve administrative operations.

Interdepartmental Coordination • Serves as liaison between Executive Assistants, Department Directors, Finance, Human Resources, Procurement, Information Technology, and the City Manager's Office. • Facilitates communication regarding administrative procedures and organizational initiatives. • Assists with special projects assigned by the City Manager.

Other Duties • Performs related duties and special assignments as directed by the City Manager.

Bachelor's degree in: Business Administration, Public Administration, Management, Organizational Leadership, Human Resources, or a closely related field. A Master's degree is desirable. Additional Requirement: Must possess a valid Florida driver's license with satisfactory driving record held throughout employment.

Experience: Five (5) years of progressively responsible administrative management experience. Three (3) years of supervisory experience. Experience coordinating executive administrative support functions in a municipal or governmental organization is highly desirable. Equivalent combinations of education, training, and experience may be considered.

Knowledge, Skills, and Abilities: Thorough knowledge of municipal administrative operations. Knowledge of governmental accounting and accounts payable processes. Knowledge of payroll administration and personnel documentation procedures. Knowledge of procurement procedures and administrative financial controls. Knowledge of Florida Public Records Law and the Sunshine Law. Ability to supervise and mentor administrative professionals. Ability to establish organizational standards and administrative procedures. Strong organizational and project management skills. Excellent written and verbal communication skills. Ability to build collaborative relationships across departments. Ability to exercise sound judgment and maintain confidentiality.

Working Relationships: City Manager, Deputy and Assistant City Managers, Department Directors, Executive Assistants, Finance Department, Human Resources Department, Procurement Division, Information Technology Department, City Clerk's Office. Supervision: The Administrative Services Officer provides administrative supervision over Executive Assistants and designated administrative support personnel assigned throughout the City's departments. While Executive Assistants work under the operational direction of their respective Department Directors, the Administrative Services Officer provides administrative supervision to ensure compliance with City personnel policies, administrative procedures, financial controls, records management requirements, payroll processing standards, and customer service expectations. Administrative supervision includes recruitment coordination, onboarding, training, performance management, professional development, implementation of standardized administrative procedures, and oversight of administrative best practices throughout the organization.

Work is performed primarily in an office environment with frequent interaction with executive leadership and departmental staff. Attendance at meetings, training sessions, and occasional evening Commission meetings may be required.