Administrative Manager

The Administrative Manager oversees our administrative operations. They will play a pivotal role in managing the day-to-day administrative functions of the District, ensuring efficiency, compliance, and effective support for all departments.

This position requires additional duties which are designed to support leadership performance by enhancing strategic planning, decision-making, and performance management capabilities within the mosquito control office. By establishing robust measurement frameworks, fostering a culture of continuous improvement, and facilitating effective communication. The Administrative Manager plays a key role in driving organizational success and achieving mission objectives.

ESSENTIAL FUNCTIONS:

Essential functions are fundamental, core functions of the position and are not intended to be an exhaustive list of all job duties.

General Administration Support

Executive Support:

• Provide high-level administrative support to the Executive Director and other senior management staff.
• Manage calendars, schedule meetings, and coordinate appointments, ensuring efficient time use.
• Handle sensitive and confidential information with discretion and professionalism.

Administrative Oversight:

• Supervise administrative staff and provide guidance and support in their day-to-day responsibilities.
• Streamline administrative processes and implement best practices to enhance office efficiency.
• Oversee the procurement and management of facility and office supplies and equipment, ensuring the coordination of maintenance and procurement as needed.
• Performs inventory reconciliation daily, tracking product movement into and out of the chemical warehouse and into field staff vehicles and equipment.
• Creates, maintains, and updates all spreadsheets, forms, databases, lists, and employee data relating to mosquito and general office operations.

Communication Management:

• Serve as a primary point of contact for internal and external stakeholders, including government officials, community members, and partner organizations.
• Draft and proofread correspondence, reports, and presentations on behalf of senior management.
• Facilitate communication between departments and ensure timely dissemination of information.
• Manage relationships with external vendors and service providers, negotiate contracts and agreements, and ensure the quality and cost-effectiveness of services provided.

Project Coordination:

• Assist in the planning, coordination, and execution of special projects and initiatives led by senior management.
• Track project timelines, milestones, and deliverables, and provide regular progress updates to management.
• Collaborate with team members to ensure project objectives are met within established deadlines and budget constraints.

Policy and Procedure Compliance:

• Ensure compliance with the District’s government policies, procedures, and regulations in all administrative activities.
• Stay informed about relevant legislation, guidelines, and industry standards affecting mosquito control operations.
• Assist in the development and implementation of policies and procedures (including Standard Operating Procedures) to improve office operations and ensure adherence to regulatory requirements.

Meeting and Event Coordination:

• Work with administrative staff to plan and coordinate meetings, conferences, and events, including logistics, catering, and participant coordination.
• Prepare meeting agendas, presentations, and materials, and distribute them to attendees in advance.
• Attends and actively participates in Board meetings, taking minutes, productively contributing to the discussions at hand and verifying information being discussed if necessary.
• Record meeting minutes, track action items, and follow up on outstanding tasks to ensure timely resolution.

Financial Administration:

• Assist in budget preparation, monitoring, and reporting, liaising with finance staff as necessary.
• Process invoices, expense reports, and other financial transactions accurately and following district procedures.
• Maintain financial records and documentation, ensuring completeness, accuracy, and compliance with auditing standards.
• Responsible for Truth in Mileage (TRIM) reporting and associated documentation such as resolutions, and publications in timely manner.

Community Engagement:

• Serve as a backup to the Administrative Assistant for responding to inquiries, complaints, and feedback from the public. Address concerns promptly and professionally, providing accurate information about mosquito control protocols, treatment schedules, and environmental safety measures. Additionally backup Administrative Assistant, answering phones, receiving packages, and welcoming visitors.
• Maintain and update the District website for meeting agendas, minutes, budgetary items, and informational content as needed.
• Acts as the District’s Records Retention Agent as well as the Public Records Custodian.

Research and Analysis:

• Conduct research and gather data on topics relevant to mosquito control operations, policy development, and public health.
• Analyze data, prepare reports, and present findings to senior management to support decision-making and strategic planning.
• Stay abreast of emerging trends, technologies, and best practices in mosquito control and related fields.

Additional Duties to Support Leadership Performance

Key Performance Indicator (KPI) Development:

• Collaborate with senior management to identify key performance indicators (KPIs) relevant to mosquito control operations and strategic objectives.
• Develop comprehensive metrics and measurement frameworks to track KPIs, ensuring alignment with organizational goals and priorities.
• Establish benchmarks and performance targets for KPIs, incorporating industry standards and best practices.

Performance Monitoring and Analysis:

• Implement systems and processes to collect, analyze, and interpret data related to KPIs and operational performance.
• Monitor performance trends over time, identifying areas of strength, improvement opportunities, and potential risks.
• Prepare regular performance reports and dashboards for senior management, highlighting key insights and actionable recommendations.

Continuous Improvement Initiatives:

• Facilitate discussions and workshops with senior leadership and departmental stakeholders to identify opportunities for process improvement and efficiency gains.
• Lead or participate in cross-functional teams tasked with implementing improvement initiatives, tracking progress, and measuring outcomes.
• Conduct post-implementation reviews to evaluate the effectiveness of improvement efforts and identify lessons learned for future projects.

Strategic Planning Support:

• Assist senior management in the development and execution of strategic plans, ensuring alignment with organizational priorities and resource allocation.
• Conduct research and analysis to support strategic decision-making, including market assessments and trend forecasting.

Leadership Reporting and Presentation:

• Prepare executive-level reports, presentations, and briefing materials for senior management, board meetings, and external stakeholders.
• Synthesize complex information into clear, concise narratives and visualizations to communicate performance insights, trends, and strategic implications.
• Present findings and recommendations to senior leadership with confidence and professionalism, fostering productive discussions and decision-making.

Training and Development Support:

• Collaborate with human resources and training departments to develop and deliver leadership development programs and workshops for senior management.
• Facilitate training sessions on performance management, goal setting, and data-driven decision-making to enhance leadership effectiveness.
• Provide one-on-one coaching and mentoring to senior executives on performance management principles and practices

Stakeholder Engagement and Communication:

• Engage with internal and external stakeholders to gather feedback on performance metrics, KPIs, and strategic initiatives.
• Communicate performance results and progress updates to stakeholders in a transparent and timely manner, fostering accountability and trust.
• Ask for input from stakeholders to identify emerging needs, priorities, and opportunities for innovation in mosquito control operations.

KNOWLEDGE, SKILLS, AND ABILITIES:

The intent of the listed knowledge, skills, and abilities is to give a general indication of the core requirements for all positions in the Administrative realm; therefore, the KSA's listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

• Knowledge of federal and state laws, rules, and regulations applicable to the mosquito control profession
• Knowledge of basic accounting functions, such as billing and invoicing, as they pertain to District finances.
• Knowledge of Department of Revenue’s Truth in Millage (TRIM) process.
• Knowledge of basic employment laws as they apply to everyday operations.
• Ability to supervise and evaluate subordinate administrative staff effectively.
• Ability to analyze and evaluate problems and recommend solutions.
• Ability to maintain extreme confidentiality regarding sensitive employee information.
• Ability to effectively manage the daily activities of subordinate personnel while maintaining high levels of productivity and morale.

JOB REQUIREMENTS:

Applicants must have education, training, and/or experience demonstrating competence in each of the following areas:

• Bachelor’s degree in business administration, management, or a related field, and four or more years of relevant, progressively responsible experience.
• Minimum of five years of proven experience in administrative leadership or management roles, with a track record of success in overseeing administrative operations.
• Minimum of five years experience utilizing KPI's to create strategic planning, standard operating procedures, and other policies and procedures.
• Minimum of fives years of experience in accounting.
• Strong leadership and interpersonal skills, with the ability to motivate and inspire a team to achieve organizational goals.
• Excellent organizational and time management abilities, with a keen attention to detail and a focus on delivering high-quality results.
• Advanced proficiency in Microsoft Office Suite and other relevant software applications.
• Advanced knowledge of administrative principles, practices, and procedures, with a commitment to continuous learning and professional development.
• Excellent communication skills, both verbal and written, with the ability to convey complex information clearly and effectively.
• Strong analytical and problem-solving skills, with the ability to make data-driven decisions and implement effective solutions.
• Ability to work collaboratively across departments and functions, building strong relationships and fostering a culture of teamwork and collaboration.
• Possession of a valid Driver’s License.
• Legally allowed to work in the United States.
• Successfully pass the Florida DACS Public Health Pest Control Applicators exams (Core and Public Health) within 6 months of hire date.
• Knowledge and experience in staff supervision which includes planning, assigning, reviewing, and evaluating the work of others.
• Ability to work occasional evenings or weekends, particularly during busy periods or when supporting special events or projects.