What are the responsibilities and job description for the Administrative Manager position at Santa Fe County?

Salary : $66,539.20 - $93,142.40 Annually

Location : Santa Fe, NM

Job Type : Term

Job Number : 202500402

Department : Housing

Opening Date : 02 / 14 / 2025

Closing Date : 2 / 28 / 2025 5 : 00 PM Mountain

FLSA : Exempt

Bargaining Unit : NON-UNION

Department Contact Information : Adrianna Velasquez (505) 992-3066

Union Eligibility : Position is not covered by any Collective Bargaining Agreement in Santa Fe County

Budget Amount : Position is budgeted at $38.38 hourly commensurate with related education and experience.

Primary Purpose

Under the general direction of the Department Director or elected official, manages the development, tracking, and processing of all Department contracts, Requests for Proposal (RFP), Personnel Actions (PA), and payroll. Serves as the official liaison with County Finance Department, Legal Department, and Personnel Department regarding Contracts, RFPs, PAs, and payroll. Plans, assigns, and reviews work and assists with all supervisory functions with department staff.

Essential Job Functions

Develops contract templates, Statements of Work, and contract budget statements; develops and maintains a tracking and signature process for contracts, agreements and RFPs, including the submission of contract packets for consideration by the Board of County Commissioners; consolidates department contracts and RFPs in one location; ensures compliance with Santa Fe County's Policies and Procedures regarding signatures, legal reviews and fiscal reviews of contracts; develops and maintains a system for tracking the tenure and total value of department contracts.
May oversee auditing and verification of assigned payroll entries and ensuring adjustments to previous payroll entries to correct errors; reports issues related to payroll entry and irregularities to supervisor.
Supervises timesheet submission for the assigned staff and ensures accurate and complete timesheets for assigned staff; assists in training staff regarding timesheets; collaborates with administrative departments to correct payroll and timesheet matters for assigned staff
Coordinates with the County Human Resource Department regarding the processing and tracking of all employee actions and issues.
Supervises assigned employees including : recommending hiring; orienting and training; assigning, monitoring, and reviewing work; coaching and providing feedback; recommending evaluation, promotion, and compensation; and recommending and initiating disciplinary action.
Collaborates with Legal Department regarding litigation that may involve departmental matters.
Oversees daily activity related to software matters, departmental processes, and operating procedures.
Reviews published regulatory guidance and make recommendations on policies and procedure amendments; creates, implements, and reviews standard operating procedures to manage and improve departmental efficiency.
Oversees periodic reporting from assigned staff to other departments and external entities.
Monitors grant and reporting deadlines and work in conjunction with Department Director to ensure the timely submission of grant applications and program activity reports.
Monitors incoming and outgoing payments between vendors or the public.
Assists with departmental meetings and training sessions; attends external meetings as needed; tracks training for assigned staff.
Provides and ensures quality customer service within assigned area.
Assists and supports the budgeting process; monitors and reviews daily assigned financial matters.

Knowledge / Skills :

Knowledge of office procedures and equipment including basic office machinery and word processing programs and the ability to learn more complex computer programs.

Ability to model professional and creative problem-solving demeanor for staff; to exercise good judgment; and to recommend constructive solutions and behaviors for employees.

Ability to train and mentor staff; to plan, assign, direct and review the work of assigned staff; and to supervise work of staff with dignity and in a courteous manner.

Ability to establish and maintain effective and cooperative working relationships with others; and to accurately represent supervisors and management in dealing with County employees and the public.

Ability to deal tactfully with controversial matters, to maintain confidentiality; and to effectively communicate, both verbally and in writing.

Skilled in mathematics for business environments.

Skilled in operating various word-processing, spreadsheet, database and other software programs in a Windows environment.

Skilled in effective customer service.

Minimum Qualifications

Associate's degree in Public or Business Administration, or a closely related field; and

Six (6) years of professional experience in developing contracts, the procurement process, working with budgets, personnel matters, or in a professional office environment, with a minimum of two (2) years supervisory experience; or

Any combination of education or experience in public or business administration or a closely related field totaling eight (8) years, of which at least two (2) must be in a supervisory capacity.

Related education and experience may be substituted at a rate of thirty (30) semester hours equal to one (1) year experience.

Supplemental Information

Working Conditions :

Work is performed primarily in an office setting with occasional work in the field. Work schedule may include evening and weekend hours. Travel may be required. While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; stoop, kneel, crouch, or crawl; climb or balance; and talk or hear. Clarity of vision at long and short distance is required. May lift up to 20 pounds. On occasion, may be exposed to hazardous materials; to high risk or potentially dangerous situations; to dust, fumes, airborne particles, or allergens; to excessive noise; to working near hazardous or moving equipment or machinery; and to hostile, violent, or offensive individuals. May rarely use protective clothing, equipment, devices, or materials. May be subject to exposure to CRTs and VDTs.

Conditions of Employment :

Selected candidate must submit to and pass a County paid pre-employment physical and drug / alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver's License as incumbent shall be appointed to drive a County vehicle during the performance of his / her duties.

Santa Fe County is an Equal Opportunity Employer

It is the policy of Santa Fe County to ensure equal employment opportunity to all persons regardless of race, color, age, physical or mental handicap, sex, national origin, ancestry, religion, serious medical condition, sexual orientation, gender identity, genetic information, or political affiliation.

Santa Fe County is proud to offer a comprehensive benefits package to eligible, full-time and part-time employees who work 20 hours per week. You will receive plan booklets, which give you more detailed information about each of these programs.

BENEFITS OFFERED

Medical

Dental

Vision

Life Insurance

Accidental Death & Dismemberment (AD&D) Insurance

Voluntary Life and AD&D

Short-Term Disability

Long-Term Disability

Flexible Spending Account (FSA)

Employee Assistance Program (EAP)

Gym Membership

To learn more details, visit our website :

Do you have a valid driver's license?

Which statement below best describes the highest level of education you have completed in Business Administration, Public Administration or a closely related field?

High school graduate, diploma or the equivalent (GED)

Some college

Associate degree

Bachelor's degree

Master's degree

Doctorate degree

How many years of experience do you have in developing contracts, the procurement process, working with budgets, personnel matter or in a professional office environment?

No experience

Less than 2 years of experience

2 years but less than 4 years of experience

4 years but less than 6 years of experience

6 years but less than 8 years experience

8 or more years of experience

In your experience of developing contracts, the procurement process, working with budgets, personnel matters or in a professional office environment, how many of these were you in a supervisory role?

No experience

Less than 2 years of experience

2 or more years of experience

Required Question

Salary : $66,539 - $93,142

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