ADMINISTRATIVE MANAGER

Description

This position performs a variety of financial, personnel, and administrative functions; supervises other administrative staff in support of the division; and works closely with the U&E Document Controls Administrator in overseeing related Wastewater document management. The incumbent works within a general outline of work to be performed and develops work methods and sequences under general supervision.

The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: fingering, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking.

Work environment involves exposure to no known environmental hazards; and is safe and secure that may periodically have unpredicted requirements or demands.

Essential Job Functions

• Plans, directs and coordinates all programs and operations in support of the division;
• Ensures departmental compliance with applicable federal, state and local laws and regulations, City policies and procedures, and standards of quality and safety
• May supervise subordinate supervisory and support staff. Supervisory duties include instructing; assigning, reviewing and planning work of others; maintaining standards; coordinating activities; selecting new employees; allocating personnel; acting on employee problems; approving employee discipline and discharge;
• Reviews the work of subordinates for completeness and accuracy; evaluates and makes recommendations as appropriate; offers advice and assistance as needed;
• Provides for adequate staff training and development opportunities;
• Works in conjunction with the U&E Document Controls Administrator to oversee document management;
• Provides technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, reconcile accounts, transfer funds, and prepare related financial records and reports;
• Receives, researches and responds to inquiries, request for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate;
• Receives and responds to inquiries, concerns, complaints and requests for assistance regarding areas of responsibility;
• Performs general administrative / clerical work as required, including preparing reports and correspondence, entering and retrieving computer data, preparing spreadsheets, reviewing mail and literature, copying and filing documents, conducting and attending meetings, answering the telephone, etc.;
• Attends training, conferences, seminars, meetings, etc., to maintain job knowledge and skills; and;
• Supervises subordinates supervisory and support staff. Supervisory duties include instructing; assigning, reviewing, evaluating and planning work of others; maintaining standards; coordinating activities; selecting new employees; allocating personnel; acting on employee problems; approving employee discipline and discharge;
• Serves as liaison to Human Resources Department managing recruitment, interviewing, hiring, new employee orientation, promotion, transfer as directed by supervisor;
• Manager on-call agreements, capital improvement contracts and annual contracts for the WWTP;
• Maintains Division personnel records, workers compensation and first aid injury information;
• Wastewater Maintenance Division – Manages continuing education and apprenticeship program requirements/certificates through learning management system software;
• Manage employee emergency contact information;
• Assists Superintendent with management of employee time/work schedules, sick/annual time;
• Performs other related duties as assigned.

Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Bachelor’s degree in Business Management or closely related field;
• Two (2) years of relevant prior experience;
• Required to type 30 corrected wpm;
• Valid South Carolina Class “D” Driver’s License.

Knowledge, Skills, and Abilities

• Knowledge of addition and subtraction, multiplication and division and/or calculating ratios, rates and percentages;
• Knowledge of Microsoft Office 2000 preferred, with data entry skills and utilization of Outlook, word processing, and spreadsheet software programs;
• Ability to gather, organize, analyze, examine or evaluate data or information and may prescribe action based on such data or information;
• Ability to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants;
• Ability to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner;
• Ability to perform coordinating work involving guidelines and rules, with constant problem-solving;


• Ability to read technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form;
• Ability to perform specialized technical or entry-level professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; application of specialized technical or professional principles and practices or the use of a wide range of administrative methods in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure; and
• Ability to guide others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.

The City of Columbia is proud to offer a complete benefits package to full-time employees. This package includes health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Part-time or temporary employees, including interns, are not eligible for City benefits.






































To learn more details, visit our benefits page at:
https://hr.columbiasc.gov/benefits/