Administrative Operations Manager - PW

Title: Administrative Operations Manager - Public Works

EEO: 5

Status: Exempt (Full-time)

Department: Public Services

Supervises: None

Position Reports To: Public Services Director and/or Deputy Director

Sworn: No

Job Specifications

NATURE OF WORK

The Administrative Operations Manager – Public Works is responsible for overseeing and coordinating the administrative, operational, and financial functions that support the effective delivery of public works services. This position provides executive-level support to departmental leadership, manages internal workflows, tracks departmental financials, oversees work order and procurement processes, and serves as a liaison with vendors, contractors, and other Town departments. The role requires a high degree of initiative, discretion, and professional judgment in managing sensitive matters and facilitating operational continuity.

ILLUSTRATIVE TASKS

Tasks required of those in the position of Administrative Operations Manager – Public Works include, but are not limited to:

• Manage administrative functions including scheduling, internal communications, and documentation for the Public Works Department.
• Coordinate meetings, prepare agendas, maintain minutes, and follow up on actionable items.
• Oversee records retention in compliance with state and local requirements.
• Process and reconcile invoices, monitor billing (e.g., locator services, false alarms), and track expenditures in coordination with the Finance Department.
• Assist in budget preparation and reporting; monitor operating and capital expenditure.
• Maintain inventory and order supplies, coordinate repairs of departmental equipment.
• Administer the department’s work order system and track service requests.
• Act as procurement liaison, prepare requisitions, maintain vendor files, and ensure adherence to procurement policies.
• Serve as point of contact for internal and external inquiries, including public records requests.
• Support coordination for Town events and emergency operations as required.
• Prepare and distribute correspondence, memos, forms, and reports.
• Assist in special projects and conduct administrative research when needed.
• Perform other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Employees in the position of Administrative Operations Manager – Public Works should have:

• Knowledge of modern administrative practices, budget processes, and procurement protocols
• Computer operational knowledge and proficiency in Microsoft Office Suite.
• Ability to follow, understand, and communicate both orally and in writing.
• Ability to manage time and prioritize multiple tasks effectively.
• Strong organizational skills and ability to manage multiple competing priorities.
• Ability to maintain effective working relationships with other employees.
• Ability to deal with the public in an effective and courteous manner using diplomacy.
• Must have considerable knowledge to read and understand Town codes, ordinances, policies, and procedures.
• Basic knowledge of state-mandated codes and standards, permitting and contractor licensing as they relate to utilities and building code requirements.
• Ability to handle sensitive and confidential information with discretion.
• Capable of working independently with minimal supervision in a fast-paced environment.

MINIMUM REQUIREMENTS

• Associate degree in Public Administration, Business Administration, or a closely related field (Bachelor’s preferred).
• Five (5) years of progressively responsible administrative or municipal operations experience, preferably in a Public Works or Public Services setting.
• Certification as a Florida Notary Public (required within three months of hire).
• Executive or administrative assistant certificate of completion (preferred).
• An equivalent combination of education and experience may be considered.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

The physical demands described here are representative of those that must be met by a teammate to successfully perform the essential duties and functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to stand, sit, see, speak, hear, and use hands and fingers to operate a computer, telephone, or other electronic device.
• Occasional light to moderate lifting of office products and supplies may be required.

The work environment characteristics described here are representative of those a teammate encounters while performing the essential duties and functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Moderate noise (business offices with computers, telephones, printers, fax machines, photocopiers, filing cabinets, and light traffic).
• Ability to work within a confined area.
• Ability to work in a computer station for an extended period.
• The physical environment requires the employee to work inside and outside in heat/cold, wet/humid, and dry/arid conditions.
• May be requested to work overtime and weekends for special town events and emergency situations.

The Town of Pembroke Park is an Equal Opportunity Employer that does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.