Job Descriptions & Pay
|Class Title:||ADMINISTRATIVE MANAGER|
|Salary Schedule:||Approved Arizona Law Enforcement Merit System Council Salary Schedule|
|Summary Statement:||Plans, directs and manages through subordinate supervisors, staff engaged in administrative support activities of the Department's mission by analyzing, installing, improving, and operating management, administrative, and financial systems and controls; is responsible for managing a major subdivision of the Department; making presentations before the Department's executive staff, legislative and executive branches of State government, and public/community organizations; incumbents are expected to self-generate assignments through anticipation of Departmental problems and general awareness of Departmental needs; and performs other duties as required. An Administrative Manager exercises independent judgment and initiative in representing the functional program, the Department and the State of Arizona. This may be a competitive classification or a special duty assignment.
The Administrative Manager differs from the Administrative Service Manager in that the Administrative Manager has broad managerial responsibilities over a large, usually multi-functional area, typically at the Bureau level, whereas the Administrative Service Manager has management responsibilities for a specific service within the Department.
|Essential Functions:||(not intended to be all inclusive)
1. Manages through subordinate supervisors and directs staff activities to provide timely services to other work units throughout the Department and ensure efficient daily operation of the work unit and accountability and adherence to applicable laws, policies and procedures.
2. Supervises the work unit and personnel, which includes: interviewing prospective employees; providing and/or recommending training; coordinating, scheduling and assigning work product; establishing performance measures, goals, objectives and priorities; evaluating work performance; providing feedback, direction and guidance; keeping personnel abreast of new or revised information; answering questions; and recommending and/or implementing personnel actions. Prioritizes and assigns tasks and projects to staff; tracks and reviews work progress.
3. Coordinates and monitors subordinate programs and projects to attain goals and objectives of the work unit.
4. Directs the development, design, re-design, implementation and enhancement of manual and automated systems to enhance customer service and employee productivity.
5. Serves on committees and task forces to provide input and exchange information, and perform the functions of the committee.
6. Participates in research or staff studies to provide information, determine the efficiency of programs and ascertain whether improvements are needed.
7. Attends meetings or conferences to obtain or disseminate information regarding assigned work unit issues and programs.
8. Conducts briefings to management or other executives to report information and answer questions.
9. Conducts needs assessments of user requirements to determine current and future needs (e.g., for updated equipment, programs, etc.) and develop and/or revise programs specific to assigned work unit.
10. Prepares and administers plans in conjunction with legislative action, administrative procedure and joint action groups to provide framework for accomplishment of missions.
11. Represents the Department at public hearings, meetings, committees or task forces to present evidence or information, or support the Department's interests.
12. Serves as liaison between work units, bureaus, or the Department and other agencies and associations to investigate and resolve problems, facilitate proper flow of information, etc.
13. Participates in setting long-range plans for the Department.
14. Develops policies and procedures to outline employee responsibilities and correct actions to be taken.
15. Analyzes information to draw valid conclusions and support decision-making, recommendations and/or program or project initiation; and effectively integrate applicable information into planning processes.
16. Coordinates and reviews work progress and final product of research, staff studies and projects to develop management information and reports to improve programs.
17. Analyzes and reviews regulations and laws applicable to program assignment to ensure compliance with state and federal statutes.
18. Manages a computerized database of confidential information to maintain integrity of information and establish good relationships with users of the database.
19. Tracks time-sensitive events to meet deadlines.
20. Analyzes congressional and legislative actions to assess impact on plans and projects according to federal and state acts and Department General Orders.
21. Reviews and recommends approval, modification or rejection of proposals to ensure conformance with federal and state guidelines.
22. Determines purchases for capital improvements to continue operation of assigned work unit.
23. Reviews and oversees contracts, agreements, and/or leases to ensure service is in compliance with the contract and to verify accuracy of figures.
24. Directs procurement of services, supplies and equipment to support assigned functions.
25. Monitors and approves the expenditure of funds, both appropriated and non-appropriated, to ensure proper financial procedures have been followed
|Knowledge, Skills, & Abilities Required:||Knowledge of:
1. business English, spelling, grammar and punctuation required to produce analytical and technical reports in appropriate format.
2. business law regarding contracts and sales agreements to prepare agreements between the Department and other agencies for loan or sale of equipment.
3. crisis management techniques required to effectively manage emergency situations.
4. federal, state and local programs and resources regarding area of assignment required to develop policies and procedures for administration of programs.
5. fiscal management and budgetary preparation and control required to administer a budget.
6. law enforcement terminology to interpret, provide and disseminate information and prepare written documents.
7. operational analysis and decision-making techniques for resource allocation and organizational effectiveness.
8. planning and research principles and practices, including operational and long-range strategic planning required for the implementation and success of programs and projects.
9. principles and practices of administration in the areas of planning, organizing and directing programs.
10. public information laws regarding the dissemination of information to the public.
11. staff study techniques emphasizing issues and solutions for effective organizational performance.
12. state and federal statutes, laws and regulations related to the work unit.
13. principles and practices of supervision.
14. team concepts (e.g., team building, leadership, participation and group problem solving techniques).
15. technical aspects of writing contracts, bids and proposals required to prepare documents accurately.
16. training program development, needs assessment and analysis, monitoring and evaluation methods and control systems required to establish and monitor programs.
1. developing, leading and participating in teams and work groups to formulate a team approach to problem solving and plan development.
2. interviewing for the purpose of recommending staff selections.
3. the use of computer software programs.
4. the use of keyboard devices.
1. accurately interpret Department policies and procedures to provide and clarify information.
2. analyze and interpret financial data to determine and project budget needs.
3. effectively communicate orally and in writing at all levels.
4. compile, calculate, correlate, integrate, analyze and portray statistical data to prepare statistical reports.
5. develop and revise policies and procedures applicable to assigned work area.
6. develop technical and operational specifications for programs and automated systems.
7. develop, monitor and manage a budget to ensure expenditures remain within allocated funding.
8. direct and manage a professional, multi-disciplined staff.
9. establish and maintain effective working relationships with those contacted in the course of assignment.
10. exercise good judgement in safeguarding confidential or sensitive information.
11. identify problems and analyze alternatives to develop viable recommendations for projects and assignments.
12. independently perform detailed administrative assignments of a difficult nature with a high degree of accuracy.
13. interpret, analyze and evaluate available data and make decisions concerning complex and comprehensive operational problems.
14. monitor trends, forecast change, identify future agency needs and initiate change to ensure effective long-range planning.
15. negotiate contract terms and conditions to achieve desired Department goals and objectives.
16. plan, coordinate and organize meetings, conferences, seminars and events for groups.
17. prepare budget and cost estimates to determine necessary funding for assigned area budget through projections.
18. read, comprehend, and interpret complex written materials.
19. speak before groups to provide information or explain policies, procedures and programs.
20. work within stringent deadlines to complete assignments within a restricted time period.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
|Minimum Qualifications:||Requires three (3) years experience as an Administrative Service Manager or Administrative Supervisor in the Arizona Department of Public Safety with an overall performance rating of at least "Standard" in the last 12 months and a Bachelor's degree from an accredited college or university in public or business administration or a related field OR a Bachelor's degree from an accredited college or university in public or business administration or a related field and five (5) years of professional administrative experience, two (2) years of which must be in a supervisory position.
Must successfully complete the examination process.
FLSA Status: Exempt
Current as of: 7/22/2014 12:20:30 AM