2/04

City of San José

ADMINISTRATIVE MANAGER (1610)

 CLASS CODE: 1610    
DEPARTMENT:

Varies		 ACCOUNTABLE TO:

Varies		 FLSA STATUS:

Exempt

CLASS SUMMARY:

   Incumbents are responsible for managing a major administrative program or an administrative section that supports citywide or department business operations. The administrative functions in support of running a department typically include general office administration, personnel (such as hiring, safety, training, benefits, employee relations), budget, fiscal and organizational analysis. Additional administrative functions may include customer service, mail delivery, storage of supplies, equipment servicing, contract and grant administration, processing documents such as permits, purchase orders, etc.) Functions that support citywide business operations include fiscal functions, employee services functions, procurement, and other similar administrative functions. Although incumbents typically manage more than one administrative function, there may be instances where the scope of one major administrative function or program will be assigned to an Administrative Manager, especially when the function is related to a citywide administrative service. Incumbents may supervise a mixture of professional and support staff or may manage staff through subordinate supervision. Incumbents who manage major administrative programs may have no direct reports, but typically manage programs that require coordination with various departments, high levels of management, and/or outside vendors, consultants and agencies.

DISTINGUISHING CHARACTERISTICS:

   The Administrative Manager may report to a variety of managers including Division Managers and Administrative Officers. Administrative Managers typically supervise a Senior Analyst or equivalent level position(s). Administrative Managers also supervise such classifications as Analyst; Supervisor, Administration; Sr. Supervisor, Administration; Staff Specialist and other related professional or support classifications. Incumbents may be assigned to an administrative organization that is part of one of the City’s operating departments or may be assigned to an administrative support department such as Finance or Employee Services.

   The Administrative Manager is distinguished from the higher level Administrative Officer, who manages a section with more budget responsibility and more impact on the department’s operations and overall strategy; provides overall direction to managerial, professional, technical, and clerical support staff usually through subordinate supervisors, and has a larger percentage of professional, exempt staff (versus support staff).

   The Administrative Manager is distinguished from the lower level classification of Sr. Analyst, which is the highest level in a the general analytic series. and may supervise Analysts as well as support personnel. This class differs from Senior Analyst in that Senior Analyst positions normally have smaller units or programs; have no direct reports at all or directly supervise staff that is professional (i.e., Analysts), technical and clerical; smaller budget controlled in terms of personnel resource costs; smaller size of department and organizational unit to which assigned with lesser impact of results on unit, department, or City; and less complex or specialized assignments in the management analysis activity being supervised.

QUALIFICATIONS

   (These qualifications are typically required. An equivalent combination of education, experience, knowledge, skills, and abilities sufficient to satisfactorily perform the duties of the job may be substituted.)

Education and Experience

   Bachelor’s Degree in business administration, public administration or a related field and five (5) years of increasingly responsible experience in business management and/or administration, including two years of supervisory experience.

Licensing Requirements

   Some positions may require licenses or certifications, such as a valid driver’s license or a professional certification.

Minimum Knowledge, Skills and Abilities (position requirements at entry and depending on area of assignment):

· Knowledge of theory, principles, practices, and techniques of public business and personnel administration.

· Knowledge of laws, regulations, rules and practices pertaining to assigned area.

· Knowledge of management and leadership principles.

· Ability to supervise, direct, and evaluate staff.

· Ability to plan, organize, direct, and evaluate a comprehensive administrative services program in a large department or a varied and complex program.

· Ability to use common business computer software packages.

· Ability to develop, implement and administer operating and/or capital budgets.

· Ability to prepare and present analysis and recommendations to a variety of audiences.

· Ability to use modern office automation to maximize resource productivity.

· Ability to communicate effectively, both orally and in writing.

Desirable Qualifications (likely to contribute to more successful job performance; can often be learned on the job):

· Knowledge of the City of San Jose’s accounting, budget, and personnel systems, and grant and contract administration.

· Knowledge of City codes, charters, ordinances, procedures and policies.

DUTY

NO.		 TYPICAL CLASS ESSENTIAL DUTIES: (These duties and estimated frequency are a representative sample; position assignments may vary depending on the business needs of the department.) Duties may include, but are not limited to, the following:

FREQUENCY
1. Supervises a unit or section that (a) provides various types of administrative support to an operating department, (b) provides administration of a specific function or program of a large scope within an operating department or an administrative support department. Daily
2. Develops and implements goals, objectives and guidelines, utilizing resources effectively to improve efficiency and effectiveness. Daily
3. Plans, implements and administers sizeable departmental budgets to include expenses and revenue As Required
4. Directs and prepares the departmental operating budget at program and detail levels, establishes guidelines for monitoring departmental revenues and expenditures, coordinates requests for budget adjustments and processes departmental encumbrance and expenditure documents for operating functions.  As Required
5. Participates in securing administrative grants and aid; directs allocation of grant funds.

 Varies
6. Recommends and develops departmental and/or citywide systems and procedures related to personnel issues, budget, and other administrative functions or programs. Provides direction and advice to others regarding these systems and procedures.  Varies
7. Represents the department in meetings with other departments in matters relating to budget accounting, personnel issues and other administrative functions; represents the department to outside agencies and other groups. As Required
8. Provides reports to management, special analyses, planning, and special studies. Varies
9. Negotiates and administers contracts, agreements and leases with vendors, agencies and contractors. Varies
10. Performs outreach and public relations, as required, to provide information about administrative processes or programs supervised. Varies
11. Ensures that the administrative function supervised is in compliance with all federal and state laws, rules and regulations and local codes and standards. Implements changes to processes required by changes in legislation. As Required
12. Supervises subordinate supervisory and other staff to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff are trained; and, making hiring, termination, and disciplinary recommendations Daily
13. Performs other duties of a similar nature or level. As Required

PHYSICAL REQUIREMENTS

  Climbing   Kneeling   Crawling
  Balancing   Lifting X Reaching
  Stooping X Fingering X Standing
X Talking   Grasping X Walking
X Hearing   Feeling   Pushing
  Crouching        

 

 

 

 

___X__Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

CLASSIFICATION HISTORY

Established 2/04; s000