Administrative Services Manager

Alexandria, VA
$69,078.36 - $92,531.66 Annually
May 11, 2019
May 29, 2019
Full Time
Administrative Services Manager

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest City in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. With two local historic districts, seven national register districts, and a variety of distinct neighborhoods, we proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for our Administrative Services Manager position.

An Overview
This is a Senior Management position in the Department of Planning & Zoning (P&Z). Its primary purpose is to lead and supervise assigned staff within the Administrative Services Unit (ASU) in the performance of professional duties to ensure efficient, thorough and regulatory compliant operations throughout P&Z. Such duties include Financial Management, Purchasing, Human Resources, Information Technology Services, General Office Management, Maintenance and Execution of Administrative Policies and Procedures; Training and Professional Development; and Employee Engagement for P&Z. In addition, the position is responsible for performance evaluations for ASU staff and for ensuring timely evaluations for other members of the Department who may be under different supervision.

What You Should Bring
You should be a strong motivated leader with an enthusiast and collaborative work ethic; solid supervisory skills; highly proficient financial and management skills; project management knowledge and experience; strong organizational skills; the ability to work well with diverse groups and with teams of various backgrounds and professions. You should be able to develop and implement training and professional development plans; develop and lead employee engagement programs; bring solid purchasing and contract management skills and experience; and demonstrate high levels of internal and external customer services skills.

The Opportunity
  • Assist the Director and Assistant Director, along with other Senior Management, in the development of P&Z's Annual Budget and its Annual Work Plan;
  • Develop and maintain financial tracking tools to monitor expenditures of the Annual Budget and, as early as possible, identify and work with the Assistant Director and Director to address potential budgetary issues;
  • Manage the day-to-day operations of P&Z by developing, updating and implementing internal administrative procedures; overseeing facility operations for all existing office areas and for the design or reconfiguration of office areas and/or workspaces;
  • Address routine and other maintenance issues; overseeing the transfer of surplus property; overseeing the inventory of supplies; developing and implementing an emergency preparedness program;overseeing P&Z's cashiering processes; and developing and maintaining administrative electronic filing systems;
  • Supervise Administrative Services Unit staff by identifying and establishing annual performance goals and objectives that support P&Z operations, evaluating staff on annual goals and objectives, and recruiting for administrative staff vacancies;
  • Oversee all Human Resources functions including recruitment, onboarding, promotions, career ladders, and other personnel actions and overseeing coordination of training programs, professional development programs and executive coaching initiatives;
  • Serve as P&Z's fiscal agent overseeing its financial functions including invoice payments, purchasing, purchase orders, requisitions, as well as P&Z budget transfers and carry over requests;
  • Coordinate development and execution of updates to the P&Z Commitment Plan to enhance employee engagement;
  • Coordinate and manage P&Z's technology needs with the City's ITS Department;
  • Manage P&Z's annual computer inventory, computer replacements and deployments;
  • Manage P&Z's software needs, installations, and upgrades; and
  • Perform related work as required.

About the Department
The Department of Planning & Zoning works closely with communities to carry out the City's Strategic Plan, fostering amenity-rich, service-oriented and equity-balanced neighborhoods; protecting historic and cultural resources; and supporting diverse and creative businesses. In developing neighborhood plans, reviewing development proposals, and promoting economic vitality, we continue our commitment to collaborate with all stakeholder groups to honor the character of each neighborhood and to strengthen and sustain them, and Alexandria as a whole, for now and in the future.

Minimum & Additional Requirements

Five years experience in complex fiscal analysis and financial management including automated budgeting systems and accounts receivable systems using spreadsheet software, i.e.,Microsoft Excel) to formulate complex mathematical formulas and to perform thorough research and analysis for comprehensive fiscal reports related to tax laws, and public administration; or any combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Experience:
Five years experience interpreting various Federal, State, and City tax laws including State and City enforcement and tax collection laws, regulations; five years experience auditing complex financial and tax records and reports and interpreting various regulations; and completion of college level courses in accounting, public finance, business or public administration and/or combination of experience and training which provides the required knowledge, skills, and abilities.

Preferred Qualifications

All minimum requirements, plus at least three years of experience in Human Resources and Organizational Management; at least five years of experience in preparing and implementing annual budgets; at least 5 years of supervisory experience of a staff of 3 or more; an innate ability to work with teams of various professional backgrounds and skills, with groups of diverse populations and with the general public; ability to lead in the development and achievement of work programs including the setting and tracking of goals and objectives; proficiency in Microsoft Word, Excel and Budget and Human Resources software; experience interpreting and applying various federal, Commonwealth, and/or City laws, regulations, and policies and in developing policies as needed; experience in procurement and contract management; and completion of college level courses in accounting, public finance, business or public administration and/or combination of experience and training which provides the preferred knowledge, skills, and abilities.


This position requires the successful completion of a pre-employment background check.

Similar jobs