Under the direct supervision of the Assistant Executive Director of Administrative Services, the Director of Administrative Services is responsible for the management, coordination, and supervision of the administrative services functions of the department. Responsibilities include the management of the department’s four offices and related office services including security, custodial, messenger and mail services; management of department procurement, billing, and service contracts; management of agency motor vehicle fleet; records management; inventory management; and agency insurance, legal and compliance requirements.Manage and document department facilities disaster and fire and safety drills and inspections; recommend, establish, and implement safety policies; review employee and client incident reports; and provide support to program operations. Participate in department management of agency disaster protocol and workplace safety planning. Represent department at agency safety committee meetings.The Director of Administrative Services acts as a liaison between the Administrative Services department and other agency departments including Human Services, Development, Fiscal, Information Technology, and client program services.Supervision is exercised over an administrative support staff of office, record and vehicle fleet managers, and clerical staff.EXAMPLES OF WORK: Develops and implements administrative procedures to ensure compliance with City, State, and Federal administrative contract requirements, and adherence to departmental management goals and objectives; Responsible for the preparation and submission of oversight agency contract application supporting documents; Reviews, monitors, and approves accounts receivable billing; Prepare department solicitation ensuring they comply with established procurement protocols; Review and approve facility supply replenishment requests and manage related supply, equipment and PPE inventories; Develops service contracts for outside vendors for review and approval by the Assistant Executive Director; Monitors department service contracts by ensuring compliance to terms and agreements; Create relational databases for analysis of department data; Oversees the materials management function for the department, ensuring adequate acquisition, distribution and storage of supplies, material, and equipment; Oversees office space management and planning, and office support functions for the department.FULL PERFORMANCE SKILLS, ABILITIES AND ATTRIBUTES: Thorough knowledge of organizational and administrative process and techniques; good knowledge of administrative reporting and control procedures; ability to effectively coordinate and implement departmental administrative procedures in not-for-profit services environment; ability to prepare management reports; ability to communicate effectively, both orally and in writing; ability to supervise and coordinate the work of others; initiative in recommending needed policy reviews or revisions and in working out procedural changes within existing policies to provide more effective and economic services; ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software; ability to read, write, speak, understand and communicate sufficiently in English to perform the essential functions of the position; good judgment in carrying out the administrative services supervised; tact; physical condition commensurate with the demands of the position.MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE:
A Bachelor’s Degree* and five years of experience where the primary function of the position in administration of business and office services.
two years of which must have been in a supervisory capacity
Job Type: Full-time