The Opportunity:
Are you a proactive leader dedicated to fostering an environment of teamwork, efficiency, and mentorship? Do you have a passion for customer service and providing professional administrative support in a high-paced setting? If so, the Inland Empire Utilities Agency has an exciting opportunity for you. As the Manager of Administrative Services, you will lead a collaborative team of administrative professionals committed to achieving the Agency's mission, objectives, and goals. Your role will involve leading and developing staff, managing budgets, participating in Agency board meetings, and driving process improvement initiatives to enhance efficiency and effectiveness within the department.
The Inland Empire Utilities Agency (IEUA/Agency) serves approximately 935,000 residents in western San Bernardino County and is proud of our reputation of promoting greater water supply reliability through significant contributions to a diverse regional water supply portfolio, including water from stormwater capture, recycling and reuse, and imported water supplies. The Agency continues to be fully committed to ensuring long-term success for the region by leading the way in water resource management, environmental sustainability, and providing essential sanitation services in a regionally planned and cost-effective manner while safeguarding public health and promoting economic development.
Here are a few ways the Inland Empire Utilities Agency is committed to helping you feel your best, work your best, and live your best while working with us:
- A 4-day work week with remote hybrid work schedules for some positions
- A pension through California Public Employees’ Retirement System (CalPERS)
- Generous employer monthly health benefit allowances to go towards the cost of medical, dental, and vision insurance
- Competitive vacation, floating holiday, sick time in addition to 9 agency paid holidays
- Education Reimbursement up to $5,250 per fiscal year
- Professional Development Stipend of $1,000 per fiscal year
- Basic life insurance coverage provided
- Wellness Stipend of $500 per fiscal year
- 457b Deferred Compensation Contribution
- Interest free loan for a computer purchase up to $3,000
This position is open until filled. The deadline for the first review of applications is 11:59 PM on Monday, July 8, 2024. Applicants that submit applications after the first review deadline are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review deadline.
There is one (1) vacancy in the Board Office and Agency Management Unit.
This recruitment is being conducted to fill one (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list.
Salary Range: UN 190
FLSA: Exempt
Probationary Period: At-Will
Under general direction, plans, organizes, integrates, and directs the work of Administrative Services Unit; oversees and directs work of administrative and analytical staff supporting various Agency Departments and Units and their programs, including the participation, preparation, and administration of the budget and capital improvement programs, preparing and assisting in the preparation of budget documents, Board staff reports, presentations, policies, agreements, and contracts; plans, organizes and directs the activities and staff, contractors and consultants; provides expert professional assistance and guidance to leadership on administrative processes, procedures, and applicable laws and ordinances; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS:
The Manager of Administrative Services is responsible for managing, directing administrative and analytical staff engaged in supporting various Agency Departments and Units in a variety of complex duties in support of the Department’s various functions including the preparation of complex budgets, project timelines, and solicitation specifications; procures materials and supplies; administers agreements; administering of formal and informal bidding processes, and the negotiation of agreements. Work is broad in scope or project-related and involves significant accountability and decision-making responsibility on issues that are complex, interpretive, have Agency impact, and are evaluative in nature. The work of this class involves significant accountability and independent decision-making responsibilities.
An employee in this class reports to the Director of Board and Administrative Services and directs the work of professional, technical and administrative staff in the Administrative Services Unit.
The Manager of Administrative Services is distinguished from the Director of Board and Administrative Services in that an incumbent in the latter class has management responsibility for the Board and Administrative Services Department and has broader financial planning, recordkeeping, performance objectives and administration duties, and serves as recording secretary for Agency Board of Directors and related committees and meetings.
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Plans, organizes, controls, integrates and evaluates the work of the assigned unit; with supervisors and staff, develops, implements and monitors work plans to achieve goals and objectives; contributes to the development of and monitors performance against the annual unit budget; supervises and participates in developing, implementing and evaluating plans, work processes, systems and procedures to achieve annual goals, objectives and work standards.
Manages the performance of unit staff; interviews and selects new staff; establishes performance requirements and personal development targets; regularly monitors performance and provides coaching for performance improvement and development; recommends compensation and provides other rewards to recognize performance; hears and makes recommendations on grievances; subject to leadership concurrence, approves or takes disciplinary action, up to and including termination, to address performance deficiencies, in accordance with Agency human resources policies and labor contract agreements.
Provides day-to-day leadership and works with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the unit’s and the Agency’s mission, objectives and values regarding teamwork, mutual trust and respect; applies process improvement and quality management principles to assigned areas of responsibility.
Formulates and implements of Unit policy, planning, and strategic development; leads and directs staff and outside consulting resources in the development and application of new methods and processes to achieve higher efficiency, quality, and innovation in Unit work processes.
Through subordinate supervisors, provides complex professional and administrative support to Department and Unit Managers in the preparation of budgets, Board staff reports, presentations related to areas of responsibility, final contract documents, obtaining all necessary approvals, monitoring the review process to ensure a timely completion.
Through subordinate supervisors, provides complex professional and administrative support to Department and Unit Managers in the preparation of Requests for Proposals, Requests for Quotations and other contractor/consultant solicitations negotiates and monitors contracts; reviews requests for additional work and forwards recommendations to manager for approval; oversees invoicing, contractor pay estimates, change orders and approval for payment processes; analyzes and evaluates contractual problems, recommending administrative remedies on termination for default/cause, and termination for convenience; advises on legal procedures to implement such remedies.
Through subordinate supervisors, provides complex professional and administrative support to Department and Unit Managers in the coordination, development and implementation of Department goals, objectives, policies and priorities for each assigned area; coordinates and assists in the development and preparation of programs, projects and reports relating to current and long-range goals of the Department.
Through subordinate supervisors, provides complex professional and administrative support to Department and Unit Managers in the organization and maintenance of confidential, specialized and technical files, documents and records including department performance evaluations, grant, regulatory and project-related reports; oversees the maintenance of the department document library including as-built, grant management and reporting documents and contracts; oversees electronic and physical filing systems; validates accuracy of technical and specialized documentation related to financial reporting and regulatory compliance.
Troubleshoots for other departments, researching and answering questions regarding areas of responsibility; confers with other departments to resolve problems relating to the preparation of documents, submission of administrative paperwork, budget development/monitoring, completion of projects, etc.; assists in the development and recommendation of procedures and processes to improve the efficiency, cost-effectiveness, customer responsiveness, and quality of Departmental and Agency programs/projects.
Plans, organizes, controls and integrates the work of outside contractors/consultants; develops, implements and monitors long-term plans, goals and objectives focused on achieving the assigned priorities; manages the development, implementation and evaluation of plans, policies, systems, programs and procedures to achieve the Department’s annual and long-term goals, objectives and work standards.
Evaluates Agency operating policies, procedures, ordinances and agreements as needed; interprets and applies state and federal policies, procedures, laws and regulations and makes recommendations as to their application to Agency functions.
Prepares reports, attends, and participates in Board of Directors and Committee meetings; presents information, provides recommendations, input, and expertise related to Administrative Services functions.
Collaborates with various governmental and regulatory agencies, industry related agencies, and represents the Agency at public and professional organizations, as well as on committees/workgroups of local water agencies and other organizations.
Directs or conducts research of new and emerging business trends, legislation and technologies applicable to the department; manages and participates in developing, evaluating and implementing new methodologies, standards, frameworks and tools; trains staff on emerging business practices, technology tools and regulations.
Represents the Agency at professional group meetings and industry committees.