Administrative Manager

Role Description

This is professional management level administrative generalist work performed in conjunction with the administration of a major program within a department. As such, incumbents are restricted to reporting to the highest level of County officials (i.e., County Executive, Council Administrator, County Council Chairman, Department Head). An employee at this level performs highly responsible administrative and executive secretarial work characterized by managing and coordinating overall office duties and activities. An incumbent may provide administrative/secretarial support to an independent board or commission. Work requires knowledge and experience and initiative to perform assignments not covered by established procedures. Employees exercise sound independent judgment. Typically, incumbents supervise and develop innovative practices to improve office efficiency. Contacts are diverse, valuing County employees, elected officials, business organizations and citizens.

Examples of Work

• Performs executive level secretarial/administrative duties in support of the Fire Chief and the Executive Officer to the Fire Chief (Assistant Fire Chief).
• Assists management in identifying resolving problems related to financial, personnel, and material requirements.
• Assists in developing budget estimates and justifications; ensures that funding is used in accordance with operating budgets.
• Counsels management in developing and monitoring sound organizational structures, improving management methods and procedures, and ensures effective use of human resources, monies, and materials.
• Collaborates with personnel representatives in resolving management problems which results from changes in work and which significantly impact jobs and employees.
• Acts as liaison between supervisor and other departmental employees.
• Attends meetings, hearings and conferences; takes notes and prepares minutes and summaries.
• Serves as special project coordinator of various County programs or projects; evaluates various alternatives and recommends optimum solutions to management.
• Serves as County representative to local, state, and federal task forces and committees characterizing and defending the County's posture or interest.
• Prepares and presents briefings to senior management officials.
• Willingly and cooperatively performs tasks and duties which may not be specifically listed in the class specification or position description, but which are within the general occupational category and responsibility level typically associated with the employee's class of work.

Qualifications

• Master's Degree from an accredited College or University in Business Administration, Public Administration, or a closely related field.
• Two (2) years of progressively responsible executive level secretarial/administrative experience supporting an executive or department head, working with the public and office management.
• An equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities may be considered.

Preferred Qualifications

• Five (5) years of prior experience supporting senior leadership, preferably in a public safety or government environment.
• Five (5) years demonstrated ability to draft executive correspondence, briefing documents, talking points, and formal departmental communications.
• Five (5) years of demonstrated ability to manage sensitive personnel, operational, and compliance information.
• Ten (10) years skilled in Microsoft Office Suite, SharePoint, scheduling platforms, and workflow tools.
• Five (5) years of proven executive-level capability to professionally represent the Office of the Fire Chief in both intra-agency and external stakeholders.
• Five (5) years of proven ability to manage competing priorities in a fast-paced command environment.

Conditions of Employment

• Upon selection, the candidate must meet all training and performance standards and demonstrate proficiency as required by the agency.
• Wear and use agency protective apparel and equipment in the performance of their assigned duties, if applicable.
• Successfully pass preemployment checks which may include reference checks, background investigations, and drug screenings.
• Be willing and able to serve as an essential employee.
• This position is essential. Essential employees are expected to report during standard or non-standard hours as operations necessitate, or during emergencies. Essential employees are expected to report or remain at work when other County employees are granted Administrative Leave.

Eligibility to Work

• Under the Immigration Reform and Control Act of 1986, an employer is required to hire only U.S. citizens and lawfully authorized alien workers. Applicants who are selected for employment will be required to provide and verify authorization to work in the United States without sponsorship.
• This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S., only after an offer has been accepted and the Form I-9 is completed.