Manager of Administrative Services Description

About Marin Housing Authority / Careers

Established: June 25, 2002

Revised: April 2005

Definition

Under general direction, develops, plans, organizes, supervises, reviews and participates in a variety of business support functions for the agency such as information systems administration, purchasing, inventory control, risk management, insurance, safety and other centralized support; ensures that all agency business and administrative activities function in a coordinated and cost-effective manner; and performs related work as assigned.

Supervision Received and Exercised

General direction is received from the Chief Financial Officer. Provides general supervision to administrative support staff.

Class Characteristics

This management class directs and participates in a wide variety of internal administrative support functions, with specific emphasis upon agency-wide services and programs and the coordination of the agency’s information technology systems. This class is distinguished from other program management classes in that the responsibilities center on the provision of agency-wide business and administrative support rather than operational program and client service delivery.

Example of Duties (Illustrative Only)

• Assesses agency-wide needs in areas of responsibility; researches and recommends technological and operational alternatives to meet such needs in a coordinated and cost-effective manner.
• Assists in developing and implementing goals, objectives, policies, procedures, and work for the administrative services division.
• Plans, coordinates, supervises, reviews, and evaluates the work of subordinate staff; trains staff in work procedures; and provides policy and procedural guidance and interpretation to staff.
• Administers all information and communication systems including evaluating hardware and software needs, researching vendors for appropriate solutions recommending acquisition, modification and upgrades of equipment and systems.
• Assists in developing and implementing goals, objectives, policies, procedures and work standards for the functional areas to which assigned.
• Configures desktop computer systems, servers and peripheral equipment and installs appropriate software.
• Maintains system security and integrity by controlling access, configures firewalls and installs appropriate virus protection and other software.
• Provides for data backup and archiving; oversees the installation of agency-specific software and maintains local area and wide area networks (LANs and W ANs) and DSL Internet access.
• Provides training and assistance on computer usage for agency staff.
• Develops and implements an effective purchasing and inventory control program; negotiates and participates in preparation of requests for bids and the selection of vendors for major or long-term purchases and services.
• Monitors changes in technology related to agency information systems; recommends modifications to hardware, software and procedures and implements such modifications after approval.
• Oversees budget, operations and facilities management of the agency's office building.
• Develops and implements the risk management program; acts as the agency representative on the Joint Powers Authority's Risk Management Committee; recommends and implements safety measures; conducts safety inspections and studies and ensures that the agency is in compliance with appropriate laws and regulations.
• Coordinates liability, worker's compensation and other insurance programs; acts as liaison with third-party administrators regarding claims and contractual agreements; serves as the agency's representative with a Joint Powers Authority for insurance purposes.
• Directs the acquisition and maintenance of office equipment and systems.
• Prepares a variety of policies, procedures, correspondence, contracts, reports and other written materials.
• Maintains accurate records files and records related to assigned functions.
• Perform other related work as assigned.

Qualifications

Knowledge of:

• Management principles and practices including goal setting and program development, implementation and evaluation.
• Principles and practices of employee supervision including training staff in work procedures; information technology hardware and software, particularly as related to financial and administrative functions, including LANs, WANs and DSL providers.
• Basic principles and practices of public agency purchasing, inventory control and contract administration.
• Basic principles and practices of risk management including insurance and safety program administration.
• Principles and procedures of budgetary and fiscal tracking and reporting.
• Applicable laws, codes and regulations.
• Standard office practices and procedures, including available equipment and technology and the operation of standard office equipment

Skill in:

• Interfacing with agency staff at all levels, as well as vendors and professional service contractors to define agency business support needs and to procure the most effective systems and materials to meet such needs.
• Coordinating and managing information technology, purchasing, inventory control, risk management, insurance, safety processes and office equipment.
• Conducting a variety of administrative and operational support studies, evaluating alternatives and preparing recommendations for technological, operational and procedural changes.
• Interpreting, applying and explaining technical policies and procedures to non-technical staff.
• Selecting, training, motivating and evaluating the work of staff and training staff in work procedures.
• Preparing clear and concise reports, correspondence, policies, procedures and other written materials.
• Effectively representing the department and the agency with vendors, contractors, third-party administrators and agency staff at all levels.
• Using sound independent judgment within policy and procedural guidelines.
• Operating standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones.
• Establishing and maintaining effective working relationships with those contacted in the course of the work. 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to graduation from a four-year college or university with major course work in business or public administration, computer science or a related field and four years of professional experience in administrative services including oversight of information technology systems. Professional experience in risk management is desirable.

License:

Must possess and maintain a valid California class C driver’s license and satisfactory driving record.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to handle, or feel objects, tools, or computer controls and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a normal office setting with moderate noise levels. This position requires frequent travel between various Housing Authority locations in the maintenance and management of information technology systems.

Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.