Administrative Services Division Manager

Nature of Work

Under direction, performs planning, supervision and coordination of considerable difficulty for the Coconino County Public Works (CCPW) Administrative Division; directly supports all units of the department with responsible fiscal management and informed decision-making with the management of the computerized maintenance and asset management systems; performs related work as assigned.

Typical Duties

(Illustrative Only)

• Leads the planning, organization, implementation and evaluation of administrative functions to support Administrative Services programs and activities.
• Provides administrative and managerial direction for division projects including billing, procurement/purchasing, time-keeping, as well as the management of the computerized maintenance and asset management systems.
• Leads utilization of all CCPW computerized maintenance and asset management systems (CMAMS)/database resources for data analysis and reporting. Responsible for ensuring database integrity and data entry accuracy.
• Participates in the development, approval and implementation of department and division policies and procedures; develops and approves program policies and procedures
• Oversees the implementation of data-driven decision-making across the department that leverages information from CCPW CMAMS/databases. Works with Division Managers across the department to define appropriate performance measures.
• Manages Public Works information technology assimilation with Coconino County Information Technology Department and other county resources.
• Directs preparation and submission of grant proposals and the negotiation of contracts.
• Oversees the preparation, administration, and monitoring of department budgets and annual work plans.
• Oversees and assures compliance with federal, state, local, private and departmental regulations and reporting requirements related to fiscal/administrative operations.
• Ensures implementation of strategic initiatives related to Administrative Services
• Recruits, supervises, coaches, trains, and mentors assigned personnel.
• Develops and executes Administrative Services Division staff training plan. Assures that staff members maintain proficiency and provide redundancy in relevant software and business systems.
• Represents the department with various internal county teams, external organizations and agencies, elected officials, and the public.
• May act as department director in the absence of that person.
• Serves as member of the department management team.
• Performs other duties as assigned.

Minimum Qualifications
Bachelor's Degree in Business Administration, Public Administration, Computer Sciences, Information Technology OR a closely related field and four years progressively responsible experience in management or administration of programs; OR any combination of education, training and experience which demonstrates the ability to perform the duties of the position.

This position is exempt from overtime.

The Preferred Qualifications
are a candidate with a master's degree in public administration, Business Administration, or a related field are strongly preferred, along with experience managing complex software or technology projects across various phases of the systems development life cycle.

The ideal candidate
is a strategic and technology-savvy administrative leader with strong experience in public administration, fiscal management, and business systems oversight. They excel in managing computerized maintenance and asset management systems, ensuring data integrity, and using information to drive decision-making across the department. This individual is skilled in budgeting, procurement, and administrative operations, and brings a collaborative, solutions-oriented approach to working with division managers, staff, and county partners. They are an effective communicator and mentor who develops high-performing teams, strengthens internal processes, and supports the department's mission through sound judgment, professionalism, and forward-thinking leadership.

Note: Individuals in exempt classifications as part time employees may be classified as non-exempt per FLSA law regarding minimum weekly salary requirements.

Knowledge, Skills And Abilities

• Thorough knowledge of:
• Principles and practices of public administration, management, supervision, project and program planning, development, budgeting, management and

evaluation

• Information technology platforms and best practices for business systems management
• Public policy development and analysis
• Grant development and administration
• Principles and practices of positive and effective supervision
• Budgetary management techniques including cost/benefit analysis
• Federal, state and local funding resources
• Considerable knowledge of:
• Laws, regulations, policies, and standards governing Public Works operations within Coconino County
• Research methods, data analysis, business English and report writing
• Implementation of computerized systems for data and asset management
• Ability to:
• Analyze complex administrative, personnel and organizational problems and recommend appropriate solutions
• Develop and implement administrative and technology policies and procedures
• Support and contribute to the vision and leadership of the department
• Make presentations on behalf of the department to boards, related agencies, professional groups, and the public
• Effectively carry-out difficult and complex assignments with a minimum of supervision - Make decisions independently and in accordance with

established

policies and procedures

• Work safely and support the culture of workplace safety
• Prepare and maintain complex reports and records
• Communicate effectively both verbally and in writing
• Follow written and verbal instructions Prepare and maintain complex reports and records
• Communicate effectively both verbally and in writing
• Follow written and verbal instructions

Coconino County is an Equal Opportunity Employer.
AmeriCorps, Peace Corps and other national service alumni are encouraged to apply.
Employee Benefits
Coconino County offers a comprehensive employee benefits

package to regular employees working 30 or more hours per week that includes:

(Regular Part Time employees receive some benefits on a pro-rated basis. Temporary and Seasonal employees do not receive benefits. Elected officials are not eligible for vacation and sick leave.)

• Vacation/Annual Leave
• Sick Leave
• 10 Holidays Per Year
• Health Care Insurance
• Dental Plan
• Vision Plan
• Group Life Insurance
• Pre-Tax Deduction Plan
• Sick Leave Conversion Plan
• Personal Day Purchase Program
• Vacation Sell Back Program
• Tuition Reimbursement Program
• Wellness Program
• Long-Term Disability
• Arizona State Retirement System
• Employee Assistance Program
• On-going Training Opportunities
• Free bus transportation/ EcoPass bus pass

Elective Coverage

• Dependent Medical, Dental, and Vision
• Supplemental Life (for employees & dependents)
• Flexible Spending Account
• Health Savings Account
• Tax-deferred investment program
• Accidental and Disability Insurance
• Short Term Disability

01

Describe your experience implementing or managing computerized maintenance and/or asset management systems (CMAMS). What specific system(s) did you work with, what was your role, and how did the system improve decision-making or operations?

02

Provide an example of a time you used data to inform a significant administrative or fiscal decision. What data did you use, how did you analyze it, and what actions or outcomes resulted from your recommendation?

03

Describe your experience leading and developing an administrative or fiscal services team. How have you structured roles, provided cross-training or redundancy, and ensured continuity of operations during staff absences or organizational change?

Required Question