Administrative Services Manager jobs in Reno, NV

Job Data

Pay Grade:

 PRO3

FLSA Status:

Exempt

Reports To:

Chief Executive Officer; Deputy Executive Officer

 Date:

 March 15, 2024

Job Summary

The Administrative Services Manager, position is responsible for planning, directing, and coordinating supportive services for the headquarters office to operate efficiently. This position will maintain facilities and oversee recordkeeping of all administrative and governance matters, and provide program oversight to NCJFCJ Board of Directors, associate committees, and staff liaisons of Board committees. This position oversees and supervises the work of subordinate staff in administrative services, human resources, and boards and committees. The position works closely with the Chief Executive Officer and Deputy Executive Officer.

In the performance of their respective tasks and duties, all employees are expected to practice and apply the following principles:

• Grasp broad overview of the NCJFCJ and develop working knowledge of its programs and services
• Follow organizational and departmental policies, procedures, protocols, and systems
• Perform quality work, with or without direct supervision
• Interact professionally and respectfully with all staff, members of the organization, public and private officials, faculty, partners, suppliers, local communities, and the general public
• Work collaboratively and effectively with all members of the organization, whether as a team player, team leader, or individual contributor
• Work independently while understanding the necessity for communicating and coordinating work efforts with managers, staff, and other organizations
• Meet professional and work obligations through efficient work habits by meeting deadlines, honoring schedules, and coordinating resources in an effective and timely manner

·         Be self-motivated and highly responsive to individuals, staff, members, and the organization

·         Demonstrate independent decision-making, problem-solving, creative thinking, and analytical skills

• Approach work with a positive attitude, sense of humor, and energy

·         Willingness to continuously learn and be flexible

• Use discretion in managing sensitive, proprietary, or confidential information
• Be responsible stewards of the organization’s resources

The following generally describes the essential functions, minimum education, experience, knowledge, skills, and abilities required to enter the job and to perform the responsibilities and duties of this position.

Essential

Functions

Required

Essential functions and responsibilities may include, but are not limited to, the following:

·         Responsible for all aspects of day-to-day operations of headquarters office

·         Serve as liaison to building management to ensure facilities are maintained and regulations adhered to

·         Ensure supplies and office equipment are maintained and available as needed

·         Establish and maintain recordkeeping systems, organization records, and ensure compliance with destruction and retention of records

·         Assist in development, distribution, and training of operational procedures

·         Coordinate conference room meeting arrangements

·         Serve as Safety Coordinator for the Safety Committee and liaison to the building’s safety program

·         Provide administrative support services to administrative and program staff

·         Coordinate with administration and program staff to ensure access to equipment, space, and software requirements are met

·         Support the governance and administrative needs of the NCJFCJ Board of Directors, associated committees, and Executive Team

·         High level engagement with Board Directors, members, national leaders, corporate leaders, and the judiciary

·         Develop, understand, communicate Board governance principles and processes, ensure adherence to established processes and governing documents including Bylaws, Governance Manual, and Board policies

·         Establish working relationship with the Board of Directors, Officers, committee chairs and members in verbal, written, and electronic correspondence

·         Directing onboarding and orientation of new Board Directors and new Officers

·         Oversee the development and delivery of human resources services including talent acquisition, staffing, employment processing, compensation, health and welfare benefits, training and development, records management, safety and health, employee relations and retention, state and federal compliance, and completing personnel transactions

·         Oversee the development of administrative and human resources goals, objectives, and systems and ensure adherence to administrative manual and established policies

·         Communicate human resources policies, procedures, programs, and laws to Executive Team, and Board of Directors.

·         Other duties as assigned*

Education
 and Work

Experience

·     Undergraduate degree from an accredited university in business administration, facility management, or information management

·     Minimum five years’ experience in related field, or

·     Equivalent combination of training, education, and experience in a relevant field

·     Licenses, certifications, or registrations in office management or facilities management preferred

·     Experience working in a non-profit, grant-funded, or governmental environment preferred

Knowledge,

Skills, and

Abilities

(KSAs)

·      Demonstrated knowledge of, or ability to learn, federal grant requirements and budget regulations

·      Ability to develop, analyze, and implement new strategies and procedures

·      Demonstrated knowledge of administrative, clerical, and office procedures and systems

·      Strong understanding of customer service principles

·      Ability to negotiate, communicate, and coordinate with vendors and suppliers

·      Strong understanding of contracts and agreements

·      Knowledge of administrative, clerical, and office procedures and systems

·      Strong PC-based computer skills and proficiency utilizing various software such as Microsoft Office (Word, Access, Excel, PowerPoint), Adobe Professional, and database systems

·      Ability to manage files and maintain records in compliance with recordkeeping policies

·      Strong, effective communication skills, both verbally and in writing, with emphasis on professional business communications

·      Ability to plan and carry work through to completion with accuracy and with strong emphasis on attention to detail

·      Able to comfortably manage multiple tasks and projects utilizing time management and organization skills

·      Knowledge of proper telephone and email practices and etiquette

·      Administrative Services Managers may be eligible for promotion to Senior level based upon evaluation of performance and good standing after five years in the position.

If Directly Supervising Other Staff –

Supervisory

Responsibilities and Requirements

Supervision requires, but is not limited to:

·      Effective leadership, team building, and staff motivation skills

·      Familiarity with all NCJFCJ policies

·      Basic knowledge or familiarity with federal and state employment law and regulations

Supervisory responsibilities include, but are not limited to:

·      Hire new staff utilizing organization’s talent acquisition guidelines (TAG)

·      Orient and train new staff

·      Assign, delegate, and oversee work duties

·      Evaluate performance through continuous feedback and utilizing performance management system

·      Address performance problems through corrective action and disciplinary process

·      Review and approve time records and leave requests in compliance with NCJFCJ timekeeping policies and practices

·      Help staff address and resolve concerns or complaints

·      Provide development activities to staff through mentoring, motivation, coaching, and counseling

·      Establish and maintain effective team through team building activities

Physical

Demands

·     Extended periods of sitting

·     Extended use of desktop/laptop computer and peripheral equipment

·     Read and analyze fine print for extended periods

·     Occasional stooping, standing, carrying

·     Occasional lifting up to 50 lbs. (with assistance)

The physical demands of this position are representative of those that must be met in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work

Environment

·     Fast-paced, high-pressure, professional office environment

·     Evening, weekend, holiday, and overtime work may be required

·     Some travel, locally and nationally, may be required