HomeMy WebLinkAboutAdministrative Services ManagerJOB TITLE:
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JEFFERSON COUNTY
Job Description
Administrative Services Manager
Community Development
Administrative
2080
Director of Community Development
Exempt
MGR 17
Community Development/Castle Hill
Human Resources
April 11, 2023
MAJOR FUNCTION AND PURPOSE: Plans, organizes and coordinates administrative, personnel, budget,
permit processing, and customer service functions of the Community Development Department. Provides
training, process, and technical assistance to staff and Department leaders. Serves as a key member of the
Community Development Department's Management Team and works to continually improve the effectiveness
and efficiency of the Department of Community Development.
SUPERVISORY RESPONSIBILITIES: Supervises administrative staff and Permit Technicians within the
department. Assigns, monitors, and reviews the work of subordinate positions. Facilitates interviews, training,
planning, assigning, coaching, and directing the work of department positions. Persons in this position are
expected to plan their own work within a structured environment and edit the work of co-workers.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Performs a variety of complex duties associated with
office administration, support, and senior -level permitting functions by performing the following duties.
Other duties may be assigned.
Plans and coordinates administrative functions. Prepares department payroll for approval submittal. Performs
billing function by reviewing, preparing, and inputting all office bills, vouchers, purchase orders, etc., including
payment mail -out.
Plans and coordinates activities of permit staff, providing customer service, review, and processing support for
incoming permit applications. Interprets policies, provides information of applicable requirements, refers to
outside agencies or internal experts, oversees calculation and collections of fees, researches issues, and responds
to customers.
Prepares and maintains department financial data through accurate accounting and distribution of income and
expenses to appropriate funds, line items, and grants. Handles all financial reporting for grants. Prepares financial
analysis and variety of reports as required. Works with Director to prepare, monitor, and maintain departmental
budget. Continuously monitors and analyzes various financial line items and summaries. Informs Director of the
financial condition of the department.
Assists Director in developing and implementing annual and long-range departmental programs and procedures to
accomplish department goals and policies.
Monitors the overall work load of staff and advises Director of problem areas on an on -going basis, trains other
employees, answers questions, provides guidance, and fills in when and where needed.
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Creates and maintains files for a number of administrative processes, including but not limited to personnel,
permits, and other operational functions. Files and indexes routine correspondence, reports, and other material
according to a prescribed breakdown.
As confidential Secretary to the Department Director, assists with handling of personnel files and disciplinary
proceedings. Handles a variety of confidential documents and correspondence while performing secretarial and
administrative work for the Director and staff of the department.
Maintains flow of administrative paperwork to and from the department. Ensures timeline requirements of
departmental benchmark for internal and external correspondence are met. Maintains tickler file to ensure
Director and staff are cognizant of administrative correspondence time frames. Locates and attaches appropriate
files to correspondence to be answered.
Coordinates travel, workshop, and training arrangements for Director and department staff as needed. Arranges
and coordinates meetings and necessary equipment for meetings.
Compiles information; researches and distributes information from administrative records and transactions.
Performs file searches as necessary. Researches, composes, and/or prepares correspondence, reports, documents,
notifications, and memos from standard layouts and formats, using judgment and inserting own contents as
authorized and required.
Acts as liaison for Director and staff by interviewing customers to ascertain individual need, and may provide
specific information when requested. Routes to appropriate individual for resolution when warranted. Subjects
may be technical in nature.
Completes special projects as assigned by Director.
Coordinates recruiting process including advertising, scheduling interviews, following up with applicants.
Facilitates new hire paperwork. Ensures completion of all necessary employment paperwork for new staff,
Assists and orients new employees on procedures, policies, systems, and personnel matters. Coordinates
personnel -related activities with County Human Resources.
Works with Director to assist in improvement of operating concepts, work processes, and other key
administrative and customer systems.
Works with other supervisors and staff to accomplish tasks and set minimum standards. Works with other
Divisions to assure work performed is within timelines and established goals. Ensures staff follows the highest
standards for customer service when working with contractors, developers, and the public on code compliance
and building issues.
Works with other staff members to ensure reception, telephone, and customer service processes are delivered
within established benchmark.
Monitors office supply usage and ensures supplies are ordered. Tracks and handles service on office equipment.
Serves as liaison with county IT and Facilities for departmental needs.
Supervises and provides assistance to permit technicians; audits work of permit technicians; audits files to insure
permit technicians have required understanding of filing and tracking processes. Limited legal understanding in
permitting process.
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Builds a collaborative and cohesive team; fosters collaboration and positive relations with other departments.
Provides assistance to planning staff, including preparing correspondence, reports, mailings, postings, public
notices, filings, and meeting arrangements, including administrative support for the Planning Commission.
Compiles, stores, organizes, and prepares public records and releases such information in response to requests for
public information.
Maintains department resource library,
Other duties may be assigned.
COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the
following:
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development
opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Customer Service - Manages difficult or emotional customer situations; Responds to requests for service
and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to
others without interrupting; Keeps emotions under control.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and
gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in
meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar;
Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret
technical/legal information.
Analytical Skills - Synthesizes complex or diverse information; Collects and researches data; Evaluates
and develops alternative solutions and recommends methods, procedures and techniques.
Problem Solving - Identifies and resolves problems in a timely manner.
Delegation - Delegates work assignments; Matches the responsibility to the person; Sets expectations and
monitors delegated activities.
Managing People - Staff planning, decision -making, facilitating and process improvement; Takes
responsibility for subordinates' activities; Makes self -available to staff, Develops subordinates' skills and
encourages growth; Solicits and applies customer feedback (internal and external); Encourages and builds
mutual trust, respect, and cooperation among team members.
Quality Management - Improves processes, products and services; Demonstrates accuracy and
thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural
differences; Promotes a harassment -free environment.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with
integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and
on time; Supports organizations goals and values.
Judgment - Exhibits sound and accurate judgment; Supports and explains reasoning for decisions;
Includes appropriate people in decision -making process; Makes timely decisions.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional
resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops
realistic action plans.
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Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with
respect and consideration regardless of their status or position; Accepts responsibility for own actions;
Follows through on commitments.
Quantity - Meets productivity standards; Completes work in timely manner; Works quickly.
Safety and Security - Observes safety and security procedures; Determines appropriate action beyond
guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes
approach or method to best fit the situation; Able to deal with frequent change, delays or unexpected
events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered
when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions and responds to management direction; Takes responsibility for
own actions: Keeps commitments; Commits to long hours of work when necessary to reach goals;
Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Seeks increased responsibilities; Looks for and takes advantage of
opportunities; Asks for and offers help when needed.
Innovation - Generates suggestions for improving work; Develops, designs or creates new applications,
ideas, relationships or systems.
QUALIFICATIONS: To perform this job successfully an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or
ability required. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions.
EDUCATION and/or EXPERIENCE
Associates degree (A.A.) or equivalent from two-year college or technical school; and a minimum
of five (5) years' experience in progressively responsible clerical or administrative positions, or
three (3) years' experience as an Administrative Assistant in area of specialty and two (2) years'
experience as a Permit Technician; or, equivalent combination of education and experience.
Experience in accounting or finance desired.
Must pass a Criminal History Background Check.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to
speak effectively before groups and customers or employees of organization.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions,
percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and
geometry.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or
diagram form. Ability to deal with problems involving several concrete variables in standardized
situations.
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COMPUTER SKILLS
To perform this job successfully an individual should have knowledge of Munis accounting software,
Tyler Industries EnerGov permitting software, Microsoft (MS) Access Database software, MS Excel
Spreadsheet software, MS Word software, and standard internet browser software.
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid Washington State Driver's License.
Within one (1) year of hire must be enrolled in the training program for or have
obtained and maintain the permit technician certification through IC130.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
General knowledge of planning, building, and administrative concepts required.
Ability to learn and apply County budget, building, planning, and administrative concepts.
Ability to analyze division work processes, develop alternative processes and implement process improvements,
using training and or certification such as Lean Six Sigma or Theory of Constraints.
Ability to be self -motivated to complete required deadlines while simultaneously completing other tasks.
Ability to be proficient in handling multiple, unexpected interruptions on an ongoing basis, which pertain to the
ability to manage time for necessary tasks.
Knowledge of time management and organizational skills and ability to function under conditions of frequent
interruptions, high stress, and crowded surroundings.
Ability to draft responses to letters of inquiry, customer complaints, and other externally generated requests.
Knowledge of business, secretarial, and clerical procedures, formats, vocabulary, voucher procedures, and
technicalities associated with the department to perform specialized duties such as basic accounting, reception,
cashier, and file/records clerk.
Ability to use standard office machines such as photocopier, facsimile machine, and calculator. Knowledge of
computers, associated programs and peripherals, and fax equipment. Proficient typing/keyboard skills.
Ability to establish and maintain effective working relationships with officials, staff, and the general public.
Ability to work on a team and do creative problem -solving with others.
Ability to grasp new techniques and deal with rapid changes in events. Willingness to effectively utilize
continuing education opportunities and stay abreast of new developments, techniques, computer programs,
equipment, etc., used in the performance of the position.
Knowledge of departmental procedures and County procedures and policies. Ability to learn and understand
standard policies and procedures of a variety of departments.
Professional attitude, diplomacy, patience, tact, understanding, and pleasant manner when dealing with the public,
developers, management, planners, staff, and representatives of other agencies.
Ability to remain calm and productive in stressful situations; mediation and negotiation skills are helpful.
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Ability to acquire basic knowledge to read legal documentation, plat maps, survey records, and other technical
maps.
Ability to maintain confidentiality of sensitive information. Ability to maintain a high standard for quality in all
work.
Ability to discuss applicable regulations with customer in respect to applications, assessment of special permit
conditions, calculation of fee applicability, and assessment of setback requirements to applications. Ability to
evaluate sewage disposal and potable water requirements for development applications.
WORK ENVIRONMENT/PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully
perform the essential functions of this job. The physical demands described here are representative of those that
must be met by an employee to successfully perform the essential functions of the job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee primarily works in an office environment and may
occasionally be required to drive to site visits or meetings. Attendance at meetings may require working evening
hours.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel;
and to be able to talk and listen. The employee is frequently required to stand, walk, and sit. The employee is
occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The
employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job
include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
The noise level in the work environment is usually moderate.
This job description does not constitute an employment agreement between the employer and employee, and is
subject to change as the needs of the employer requirements of the job change.
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