Administrative Services Manager

Administrative Services Manager
 

The City of Alexandria is located in Northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 160,000 and a land area of 15.75 square miles, Alexandria is the seventh largest City in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. With two local historic districts, seven national register districts, and a variety of distinct neighborhoods, we proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Administrative Services Manager position.
  
An Overview
 This is a Senior Management position in the Department of Planning & Zoning (P&Z).  This position reports to the Assistant Director.  Its primary purpose is to lead and supervise assigned staff within the Administrative Services Unit (ASU) in the performance of professional duties to ensure efficient, thorough and regulatory compliant operations throughout P&Z.  Such duties include Financial Management and Budgeting, Purchasing, Human Resources, Information Technology Services, General Office Management, Facility Maintenance, Development and Execution of Administrative Policies and Procedures, Emergency Preparedness, Training and Professional Development and Employee Engagement for P&Z.  
 

What You Should Bring
 You should be a strong motivated leader with an enthusiast and collaborative work ethic and a high level of accountability; your skill sets should include the following:

• Trained and intuitive leadership ability and honed decision-making skills;
• A strong and demonstrated managerial and supervisory background; 
• a highly experienced and proficient financial and budgeting background; 
• a strong knowledge base and background in all facets of human resources;  
• a facility operations background; 
• workflow and project management knowledge and experience; 
• a high verbal and written communication competency level;
• procurement and contract management knowledge and experience; 
• demonstrated ability to work well with, and provide high levels of customer service, to the public; 
• ability to work well with teams of diverse backgrounds and professions; 
• working knowledge of information technology hardware and software programs; 
• an organizational management background including a knowledge base in growing and maintaining a strong workplace culture and in developing and leading employee engagement programs; and
• ability to develop, implement and maintain training and professional development plans and resources for ASU, managerial and line staff; and
• ability to coach under performing staff directly and to assist managerial staff is doing the same.   

The Opportunity

• Lead in the development and monthly maintenance of P&Z's Annual Budget and the tracking of personnel and non-personnel funds and revenue;
• Development and execution of an annual ASU Work Plan in coordination with the ASU team;
• Develop and maintain financial tracking tools to monitor monthly expenditures of the Annual Budget and work with the Assistant Director and Director to identify/problem-solve potential budgetary issues early;
• Manage the day-to-day operations of P&Z by developing, updating and implementing internal administrative procedures; overseeing facility operations for all existing office areas and for the design or reconfiguration of division/unit areas and/or work spaces;
• Develop a system for addressing routine and other facility maintenance issues; overseeing the transfer of surplus property, the inventory of supplies, implementing and maintaining an emergency preparedness program, and developing and maintaining administrative electronic filing systems;
• Lead in the preparation and execution of a full departmental move from one building to another in late 2025/early 2026;  
• Track and complete annual performance evaluations for ASU staff and ensure performance evaluations for other members in P&Z are submitted in a timely manner; 
• Supervise ASU staff by identifying and establishing annual performance goals and objectives that support P&Z operations, evaluate ASU staff on annual goals and objectives, and recruit for administrative staff vacancies;
• Oversee and develop/maintain a knowledge base of all human resources functions including recruitment, onboarding, career ladders and other promotions, leave and other benefits, payroll and compensation, retirement, and other personnel actions and overseeing coordination of training programs, professional development programs and executive coaching initiatives in conjunction with assigned ASU team member(s);
• Serve as P&Z's fiscal agent, overseeing financial functions including invoice payments, purchasing, requisitions, purchase orders, as well as P&Z budget transfers, carryover requests and year-end closeouts, in conjunction with assigned ASU team members and the Assistant Director;
• Coordinate cultural workplace programs to promote strong avenues of department-wide communication, collaboration and employee engagement in conjunction with ASU staff and other P&Z employees;
• Oversee P&Z's technology and software needs with the City's ITS Department in coordination with assigned ASU staff and track related budgetary costs; 
• Oversee P&Z's annual computer inventory, computer replacements and deployments in coordination with assigned ASU staff; and
• Perform related work as required.

About the Department
 The Department of Planning & Zoning works closely with communities to carry out the City's Strategic Plan, fostering amenity-rich, service-oriented and equity-balanced neighborhoods; protecting historic and cultural resources; and supporting diverse and creative businesses. In developing neighborhood plans, reviewing development proposals, and promoting economic vitality, we continue our commitment to collaborate with all stakeholder groups to honor the character of each neighborhood and to strengthen and sustain them, and Alexandria as a whole, for now and in the future.    

A Bachelor's degree in Management, Business Administration, Finance, or related field. Four (4) years of relevant experience in support functions such as human resources, purchasing, accounting, budgeting, etc.  Degree requirements may be substituted with an equivalent combination of education, training and experience.

A Master’s Degree in Public Administration, Management, Business Administration, Finance or related field is preferred.   At least four years of experience working in the public sector and with interdepartmental teams; five years of experience in Human Resources and Organizational Management, along with five years of experience in preparing and implementing annual budgets (personnel and non-personnel); at least five years of supervisory experience of a staff of three or more; ability to lead in the development and achievement  of work plans including the setting and tracking of goals and objectives; training in Emergency Preparedness; proven written and verbal communication skills; proficiency in Microsoft Suite Programs (Word, Excel), Adobe Suite Programs, financial programs such as MUNIS or Peoplesoft, human resources software, and shared file applications such as One Drive, Smart sheets, etc.; experience in establishment of proficient electronic filing systems; experience interpreting and applying various federal, Commonwealth, and City laws, regulations, and policies and in developing procedures for implementation of City administrative regulations;  and experience in procurement and contract management. 

This position requires the successful completion of a pre-employment criminal background check.

Salary : $76,230 - $102,111