Assistant Administrative Services Director

Management
Full-time
City of Lake Elsinore
Until Filled
javina@lake-elsinore.org
951-674-3124

DEFINITION:
Under general direction of the Assistant City Manager, oversees staff within the Administrative Services Department which includes the divisions of Information Technology, Human Resources, Risk Management and Finance; coordinates assigned activities with other departments and outside agencies; provides highly responsible and complex administrative support to the Assistant City Manager. Performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS:
The Assistant Director level serves as assistant to the Assistant City Manager and assumes responsibility for a whole department and, in addition, performs general administrative tasks for the Assistant City Manager.

SUPERVISION RECEIVED/EXERCISED:
Receives immediate supervision from Assistant City Manager. Supervises all staff within the Administrative Services Department.

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

-Assist the Assistant City Manager in managing and directing the Administrative Services Department by providing direction to divisions in the department on personnel matters, work schedules, and priorities.
-Assist in the development, planning, and implementation of Department goals and objectives; recommend and administer City-wide policies and procedures, as well as policies and procedures within the Administrative Services Department.
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Coordinate Department activities with those of other departments and outside agencies and organizations, including customer and vendor liaison.
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Direct, oversee and participate in the development of the Department's work plan; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures.
-Assist in preparing the Administrative Services budgets; review all proposed budgets within the Administrative Services Department; assist in budget implementation; participate in the forecast of funds needed for staffing, equipment, materials and supplies; administer the approved budget.
-Recommend the appointment of, train, motivate and evaluate personnel; provide or coordinate staff training; conduct performance evaluations; implement discipline procedures; maintain discipline and high standards for the efficient and professional operation of the Department.
-Represent the Department to outside groups and organizations; participate in outside community and professional groups and committees, provide technical assistance as necessary.
-Research and prepare technical and administrative reports and studies; prepare written correspondence as necessary.
-Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
-In the absence of the Assistant City Manager, assume the responsibilities of the director as needed.
-Perform related duties as assigned.


QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)

Education and/or Experience:
A combination of education and experience that has provided the knowledge, abilities, and skills necessary for an Assistant Director of Administrative Services. A typical way of obtaining the required qualifications is to possess the equivalent of five years of increasingly responsible experience in managerial, administrative or staff capacity, which demonstrates an understanding of the operations of an Administrative Services Department; and a Bachelor’s degree from an accredited college or university with major course work in Public Administration, Business Administration, Finance or a closely related field.

License/Certificates:
Possession of or ability to obtain a valid Class C California driver’s license.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KSA’s necessary to perform essential duties of the position.)

Knowledge of:
-Principles and practices of policy development and procedures related to City purchasing.
-Principles and practices of leadership, motivation, team building and conflict resolution.
-Pertinent local, State and Federal laws, rules and regulations.
-Principles and practices of analysis and evaluation of programs, policies and operational needs.
-Principles and practices of organizational analysis and management.
-Principles and practices of budget preparation and administration.
-Principles and practices of supervision, training and personnel management.

Ability to:
-Assist in planning, directing and controlling the administration and operations of the Administrative Services Department.
-On a continuous basis, analyze budget and technical reports; interpret and evaluate staff reports, understand and apply relevant laws, rules, regulations and codes; observe performance and evaluate staff; problem-solve Department related issues; and explain and interpret policy.
-Develop and implement Department policies and procedures.
-Gain cooperation through discussion and persuasion.
-Develop, control and administer Departmental budget and expenditures.
-Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
-Interpret, explain and apply County policies, procedures, rules and regulations.
-Communicate clearly and concisely, both orally and in writing, including the ability to make concise and persuasive public presentations.
-Supervise, train and evaluate assigned personnel.
-Establish and maintain effective working relationships with those contacted in the course of work.
-Work with various cultural and ethnic groups in a tactful and effective manner.
-Negotiate contracts and agreements.

Skill to:
-Operate an office computer and a variety of word processing and software applications.

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