***This is a re-advertisement. Previous applicants need not apply.***
The Library Administrative Services Supervisor serves as the Library's administrative officer, responsible for supervising and coordinating all administrative services including budget, finance, facilities, human resources, strategic planning, statistics/metrics, development, and grants and records management. Leads the Administrative Services Team and supervises subordinate staff. Reports to Director of Libraries.
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To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Conducts research on topics in preparation of reports or for recommendations to the Director for action within the department or other city departments; gathers and analyzes statistical, historical, financial and other data through examination of various mediums.
Composes memorandums, correspondence, reports, plans of action, etc., in response to research assignments; prepares graphs, charts, maps, etc., to illustrate reports and recommendations; makes oral presentations to City officials, boards or commissions, explaining analysis of data and recommendations, and responding to inquiries.
Serve as the City's coordinator for Records Management by building a new policy, procedure, and plan.
Seeks estimates and approvals for the use of vendors who provide goods, professional and nonprofessional services; facilitates the provision of those services and provides any needed follow up activities and responses.
Serves as the point of contact for all staff for general office management of the department. Provides all follow up activities.
Provides information and assistance related to office issues, policies, procedures, rules or other issues; responds to questions, researches problems, and initiates problem resolution.
Manages all Human Resource activities within the office; prepares justifications for positions; screens all applications; determines questions for interview panels; participates in panel interviews; secures reference information; ensures proper personnel practices in hiring process; submits all information on recommended candidates; conducts new employee orientation for the office; maintains personnel records on employees.
Assists in research and analysis of complex matters.
Research, coordinate and prepare grant proposals for available government funding for various programs and projects administered by the City; maintains files of grant sources and supporting data.
May administer the Department's budget.
May administer accounts receivable and accounts payable processing as well as reporting and serves as the lead worker.
Perform work as a Grant Writer and Administrator.
May perform trend analysis.
May assist in the completion of monthly reports.
May supervise office staff as assigned.
May respond to routine requests for information by City departments and officials, outside agencies or other governmental authorities, and provides documents and/or information sources.
May prepare and submit periodical (quarterly and semi-annually) reports to state, and federal granting agencies.
May prepare letters, ordinances, and resolutions concerning Department matters before City Council.
May conduct annual research on Department issues and formulates analysis and recommendations.
May coordinate the Department's short term goals and objectives, the Department's Strategic Plan and the Department's long-term Vision Plan.
May prepare quarterly reports on Department's Strategic Plan and Vision Plan.
May conduct internal and external surveys. Conducts computations and analysis on surveys for presentation to Command Staff.
Performs other related duties as required.
Bachelor's Degree in public administration, political science, business, statistics or a related field, and 1 to 2 years of related experience in business or public policy management; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. A valid driver's license is required.
Knowledge of the principles, practices, procedures and philosophies of public administration.
Knowledge of standard research techniques, methods and procedures.
Knowledge of municipal government organization and function.
Knowledge of the financing sources and programs available through State and federal funding agencies, and of the requirements and standards for obtaining and retaining State and federally funded programs.
Knowledge of modern office practices and procedures.
Skilled in the collection, analysis and presentation of statistical and technical data.
Skilled in effectively expressing ideas orally and in writing.
Skilled in the use of computer-driven word processing, spreadsheet, graphics and file maintenance programs.
Ability to use common office machines.
Ability to analyze and interpret policy and procedure, and to resolve problems and questions.
Ability to organize work flow and coordinate activities.
Ability to modify work procedures, methods and processes to improve efficiency.
Ability to establish and maintain complex records and files.
Ability to establish and maintain effective working relationships as necessitated by work assignments.
Ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things.
Ability of speaking and/or signaling people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors.
Ability to read a variety of reports, letters and memos, technical studies, statistical data, charts, graphs, etc. Requires the ability to prepare correspondence, reports, studies, statistical analysis, charts, graphs, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
Ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.
Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including mathematical terminology.
Ability to utilize mathematical formulas, add and subtract, multiply and divide, utilize decimals and percentages, and apply the theories of algebra and statistical theory.
Ability to inspect items for proper length, width and shape.