Job Description - Administrative Manager

SUMMARY The Administrative Manager is an Administrative exempt position reporting to the Fire Chief. Manages a variety of general office activities(i.e., financial activities, employee benefit plans, budget coordination/monitoring, payroll processes, and accounts receivable/payable) by performing the following duties personally or through clerical staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.

Keeps records of benefits plans participation such as insurance, deferred compensation, and pension plans, personnel transactions such as hires, promotions, performance reviews, and terminations, and employee statistics for government reporting.

Prepares and communicates information to employees and former employees about benefit programs, procedures, changes, and government-mandated disclosures; maintains employee benefit data in automated human resources information systems.

Records personnel information to establish human resource files complying with company policies and government regulations.Reviews and implements payroll deductions and wage changes.

Compiles, calculates and reviews payroll to ensure accuracy and ensures compliance with periodic payroll tax payments, information reporting and other taxing authority requirements; prepares reports required by regulatory agencies.

Collects and maintains records of actual operating expenses to compare with estimated budget and analyzes trends affecting budget needs and compliance.

Prepares daily cash deposits and reconciles and files checks and bank receipts.

Answers accounts receivable/payable phone inquires and follows up.

Provides management with timely review of organization's financial status and progress, arranges for audits of District's accounts, and establishes relations with banks and other financial institutions.

Maximizes office productivity through proficient use of appropriate software applications.

Researches and develops resources that create timely and efficient work flow.

Coordinates activities of various clerical workers, reviews records to ensure completeness, accuracy, and timeliness, formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records and establishes uniform correspondence procedures and style practices.

Maintains contact with customers, outside vendors, legal counsel, Board members and surrounding fire/EMS agencies.

SUPERVISORY RESPONSIBILITIES Directly supervises non-uniformed employees. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring recommendations, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Fifth year college or university program certificate; or two to four years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS Ability to read, analyze, and interpret financial reports, legal documents, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to respond to common inquiries or complaints from groups of managers, clients, customers, and the general public. Ability to effectively present information to top management and/or boards of directors.

MATHEMATICAL SKILLS Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to calculate figures and amounts such as discounts and interest.

REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER QUALIFICATIONS Ideally, this position holder is a Notary Public. Exhibits proficient computer application skills with QuickBooks Pro, Corel's WordPerfect and Paradox or Microsoft Word and Access. Possesses the ability to get along with others and to concentrate for extended periods of time. Displays the ability to multi task and work independently.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and risk of radiation. The noise level in the work environment is usually moderate.

Policy No.  290  Issued  6/29/2000  Applicable  6/29/2000