Assistant Director, Administrative Services

3 weeks ago

Alexandria, United States City Of Alexandria Virginia Full time
Transportation & Environmental Services (T&ES)

Assistant Director, Administrative Services

An Overview
The Assistant Director supports the Director and Deputy Directors in managing the day-to-day internal operations of the Transportation & Environmental Services Department (T&ES). The Assistant Director of Administrative Services oversees internal service delivery, providing guidance and direction on various administrative functions, including communications, human resources, information technology, finance, and budget operations. This is a professional leadership role where the incumbent develops, administers, and manages complex administrative projects within a large City Department. As a member of the T&ES executive leadership team, the incumbent contributes to setting T&ES policy while performing highly responsible leadership and management tasks. The Assistant Director is responsible for overseeing human resources functions for approximately 300 employees—seasonal, contract, full-time, and part-time—and for facilitating the management of operating and capital budgets totaling $140 million and $1 billion (over ten years), respectively, across Transit, Transportation, Sanitary, Stormwater, and Refuse services.

The Opportunity
Provides leadership as a member of the department leadership team, drafting and implementing the Department's strategic plan and mission, setting operational policy and procedure, proposing actions and budget priorities;Works closely with division chiefs, deputy directors, and program leadership staff to assure operational support is fully integrated and responsive to their needs;Provides organizational leadership in system design, personnel management, and budget formulation;Provides oversight and leadership to Human Resources, Information Technology, and Fiscal teams and evaluates program outcomes and directs modification to programs for quality and efficiency, and assures that the Department expenditures align within budget priorities and that revenue targets are realized or that expenditures are adjusted accordingly;Consults on, reviews, and approves recommendations for hiring, discipline, content of performance evaluations and trainings;Acts as a liaison with external organizations, discusses and approves program initiatives and strategies, and assigns responsibilities to teams and staff and ensures implementation of best practice standards and attainment of desired program outcomes;Focuses on facilitating the success of the organization by removing barriers, expediting processes, offering innovative solutions and building capacity across the operating and administrative functions;Monitors progress toward fiscal objectives and adjusts plans as necessary to meet them. May prepare financial statements and budget reports;Assures that appropriate linkages exist between division and department-wide budget, funding limitations and services levels, to meet specific division/departmental and organizational goals;Performs assignments within broad parameters defined by general organizational requirements and accepted practices;Evaluates customer satisfaction, develops cooperative associations, and utilizes resources to continuously improve customer satisfaction;Interacts with stakeholders and exercises participative management skills that support team efforts and quality processes;Manages and monitors work performance of an organizational unit;Uses discretion to develop and formulate fiscal policies, budget adjustments, and planning documents related to salary and benefits, career ladder adjustments, and current services;Participates in the formation of policies for the department and represents the City in handling complaints, arbitrating disputes, or resolving grievances (both union and non-union);Provides consultation or expert advice to City senior leadership in planning long-term or short-term business objectives and forms recommendations regarding changes to departmental policies or standards and makes decisions that affect the overall policies of the department or organization;Ability to depart from standards or division/department protocols without prior approval and form recommendations regarding changes to departmental policies or standards;Investigating and/or independently resolving matters of significance on behalf of the City;Lead the docket process for City Council within the department, ensuring all items are accurately prepared, reviewed, and submitted in a timely manner for Council meetings.Serve as lead for collective bargaining negotiations and labor union management, facilitating communication and negotiations between the department and union representatives; and,May act as Department Director when requested, as well as perform other duties as assigned. Essential Knowledge, Skills, and Abilities:
Comprehensive knowledge of the theories, principles, techniques, and practices used in public administration and accounting; comprehensive knowledge of leadership and management principles, effective practices, program development and implementation strategies, and quality improvement; comprehensive knowledge of research and evaluation techniques; thorough knowledge of information technology systems; good knowledge and understanding of human resources principles and practices, emergency management, risk management, and various regulatory and funding requirements.

About T&ES
T&ES is a community partner in shaping a livable, green, and prospering Alexandria. We plan, build, operate, and maintain transportation systems and infrastructure that improve mobility and provide people and businesses with core public services. The work we do keeps Alexandrians moving, growing sustainability, and thriving. If you are curious for a broader view of our City, click City of Alexandria to learn more.

Minimum & Additional Requirements

Four-Year College Degree with courses in public administration; business administration; finance, accounting, or related field. Five years of progressive management experience managing internal administrative services, including fiscal preparations and human resources for a direct service agency and/or any combination of experience and training which provides the required knowledge, skills, and abilities.

Preferred Qualifications

Master's degree in public administration, business administration, organizational leadership or related field. Ten years of progressive management experience of administering internal administrative services in a large department of local government or medium-large quasi-government public service agency, including one year of experience in facilities management. To qualify for this position, all candidates must possess a Bachelor’s degree and three years of experience with industrial health and safety and loss control practices; or any equivalent combination of experience and training, which provides the required knowledge, skills and abilities.

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