Jobs

ADMIN SERVICES MANAGER

Class Title: ADMIN SERVICES MANAGER
Bargaining Unit: Use for all Job Titles
Class Code: 073165
Education and Experience: Graduation from an accredited college or university with a bachelor’s degree AND experience equivalent to substantial (five or more years of) full-time increasingly responsible professional staff administrative experience including at least, one year of supervisory experience.
Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, paraprofessional, or professional experience may be substituted for the required education on a year-for-year basis, to a maximum of four years.
Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required non specialized experience on a year-for-year basis, to a maximum of two years.
 
OR
Five or more years of increasingly responsible professional administrative services experience with the State of Tennessee including, at least, one year of supervisory experience.

Other Requirements:

Necessary Special Qualifications: None.
 
Examination Method: Education and Experience, 100%, for Preferred Service positions. For Executive Service positions, Minimum Qualifications, Necessary Special Qualifications, and Examination Method are determined by the appointing authority.

Job Overview: Summary: Under direction, is responsible for professional staff administrative and managerial work of considerable difficulty in support of line operations; and performs related work as required.

Distinguishing Features: This is the highest class in the Admin Services Assistant sub-series. An employee in this class directs a very large professional and sub professional staff support unit or acts as full deputy to an Assistant Commissioner with the most significant management responsibility. Employees in this class have major impact on complex policy development, implementation and evaluation, financial and budgetary control, organization and staffing, and planning activities in their respective agencies. This class differs from that of Admin Services Assistant 5 in that incumbents of the latter perform work of lesser responsibility, scope, and impact. This class differs from that of more specialized classes that direct administrative services related and analytic functions in that incumbents of the latter perform these duties within a specific, limited field and direct specialized analytic rather than generalized operations.
Work Activities:

 Coordinating the Work and Activities of Others:
  1. Manages a program function such as fiscal services, budgeting, grants administration, contract management and administration, procurement, property administration, space planning and management, personnel, stores, records management, mail, printing, public information, information systems,  and general research with independent control over grants and/or contracts of very significant complexity and monetary value.
  2. Supervises the preparation and maintenance of a variety of pertinent complex operational, financial, personnel, and/or technical records and reports.
  3. Directs the analysis of the organization, economy, efficiency, and quality of agency operations and services to make recommendations for improvements.

Monitoring and Controlling Resources:

  1. Prepares budgets for the agency.
  2. Reviews, analyzes, and controls operating budgets of significant complexity.
  3. Conducts grant development, administration, and monitoring to ensure compliance with grant requirements.
  4. Monitors the agency’s purchase orders to ensure accuracy, completeness, and compliance.

Developing Objectives and Strategies:

  1. Independently develops policies and procedures for implementing new or modifying existing administrative services programs and activities.
  2. Assists top executives in developing, implementing, and enforcing major policies and procedures affecting an agency as a whole or a significant segment of the public.

Performing Administrative Activities:

  1. Directs the performance of a variety of general staff administrative duties to support program operations in a large and complex operating department.
  2. Plans programs to meet agency objectives.
  3. Performs human resources administration in one or more of the following areas:  employee relations, affirmative action, recruitment, employee development, and training.

Making Decisions and Solving Problems:

  1. Handles very difficult negotiations to resolve complex problems or issues.
  2. Interprets pertinent policies and procedures to resolve problems.

Communicating with Persons Outside Organization:

  1. Serves as a liaison between the agency and persons of substantially high rank in order to explain, interpret, and enforce pertinent laws, regulations, policies, and procedures.
  2. Prepares and edits organizational publications for a variety of audiences.
  3. Makes presentations to representative groups and the general public to inform them on administrative matters.

Staffing Organizational Units:

  1. Makes recommendations on staff employment, retention, promotion, demotion, and other human resources actions.
Documenting/Recording Information:
  1. Prepares records and reports of a difficult nature requiring considerable staff knowledge and expertise.
  2. Reviews records, reports, and research in order to ensure accuracy, completeness, and adherence to standards.
  3. Maintains agency records based on established guidelines.
Communicating with Supervisors, Peers, or Subordinates:
  1. Communicates managerial directives to program operations to ensure their enforcement.
  2. Communicates project status or other relevant information to top executives on a regular basis.
  3. Studies operations and services to make suggestions to management for improvements.
Analyzing Data or Information:
  1. Interprets and enforces existing policies and methods.
  2. Analyzes pertinent policies and procedures to make recommendations for improvements.
  3. Analyzes the organization, economy, efficiency, and quality of agency operations and services to make recommendations for improvements.
Guiding, Directing, and Motivating Subordinates:
  1. Supervises supervisory staff.
  2. Writes job plans to ensure performance objectives are established.
  3. Conducts performance evaluations to provide feedback on employee performance.
Getting Information:
  1. Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.
Scheduling Work and Activities:
  1. Makes work assignments to staff in order to achieve agency objectives.
Interacting with Computers:
  1. Utilizes appropriate computer programs to accomplish administrative activities.
Training and Teaching Others:
  1. Trains subordinate staff.

Competencies (KSA’s):

Competencies:

  1. Written Communications
  2. Integrity and Trust
  3. Priority Setting
  4. Dealing with Paradox
  5. Listening
  6. Technical Learning
  7. Presentation Skills
  8. Command Competencies
  9. Standing Alone
  10. Ethics and Values

Knowledge:

  1. Administrative and Management
  2. Communications and Media
  3. Computers and Electronics
  4. Economics and Accounting
  5. English Language
  6. Law and Government
  7. Mathematics
  8. Principles and Methods for Education and Training
  9. Principles and Procedures of Human Resources
  10. Providing Customer Service
  11. Public Safety and Security
  12. Sales and Marketing

Skills:

  1. Active Learning and Listening
  2. Complex Negotiation
  3. Complex Problem Solving
  4. Coordination of Administrative Activities
  5. Critical Thinking
  6. Equipment Maintenance
  7. Instructing
  8. Judgment and Decision Making
  9. Management of Financial Resources
  10. Management of Material Resources
  11. Management of Personnel Resources
  12. Mathematic
  13. Monitoring
  14. Persuasion
  15. Reading Comprehension
  16. Service Orientation
  17. Social Perceptiveness
  18. Speaking
  19. Systems Analysis
  20. Time Management
  21. Troubleshooting
  22. Writing

Abilities:

  1. Deductive and Inductive Reasoning
  2. Oral Expression and Comprehension
  3. Originality
  4. Perceptual Speed
  5. Problem Sensitivity
  6. Selective Attention
  7. Time Sharing
  8. Visualization
  9. Written Expression and Comprehension

Tools and Equipment Used:

  1. Personal Computer
  2. Telephone
  3. Microfiche
  4. Microfilm
  5. Fax Machine
  6. Printer
  7. Scanner
  8. Copy Machine
  9. Calculator
  10. Retail Sales Equipment
  11. Other Office Related Equipment as Required

 

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