Administrative Services Manager

Class Title Administrative Services Manager Class Code 1009 Salary $68.65 - $92.68 Hourly Definition Benefits Description DEFINITION Under administrative direction, plans, organizes, manages, and provides oversight for all functions and activities related to human resources administration, risk management, and employee relations; directs and administers comprehensive human resources programs and activities of the District, which include recruitment and selection, employee benefits administration, job analysis and classification, compensation, employee training and development, and general human resources administration; coordinates assigned activities with other District functions, officials, outside agencies, and the public; fosters cooperative working relationships among District functions and with intergovernmental and regulatory agencies; provides highly responsible and complex professional assistance to the General Manager in areas of expertise; and performs related work as required. SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the General Manager. The work provides for a wide variety of independent decision-making, within legal and general policy and regulatory guidelines. Exercises general direction and supervision over professional, technical, and administrative support staff through subordinate levels of management and supervision. CLASS CHARACTERISTICS This is a management classification that oversees, directs, and participates in all activities of the human resources, risk management, and employee relations, including short- and long-term planning and development and administration of policies, procedures, and services. This class provides assistance to the General Manager in a variety of administrative, coordinative, analytical, and liaison capacities while also serving as a member of the Leadership Team. Successful performance of the work requires knowledge of public policy and municipal functions and activities, including the role of an elected Board of Directors, and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the assigned functions with those of other functions and outside agencies and managing and overseeing the complex and varied functions of the assigned areas. The incumbent is accountable for accomplishing planning and operational goals and objectives and for furthering District goals and objectives within general policy guidelines. Examples of Typical Job Functions (Illustrative Only) Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Assumes full management responsibility for all assigned programs, services, and activities, including human resources administration, risk management, occupational safety, worker's compensation, liability insurance, recruitment and selection, employee benefits administration, job analysis and classification, compensation, employee and labor relations, and employee training and development. Develops, directs, and coordinates the implementation of goals, objectives, policies, procedures, and work standards for the assigned areas; establishes, within District policy, appropriate budget, service, and staffing levels. Manages and participates in the development and administration of the assigned annual budget; directs the forecast of additional funds needed for staffing, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary. Selects, trains, motivates, and directs assigned personnel; evaluates and reviews work for acceptability and conformance with established standards, including program and project priorities and performance evaluations; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns. Contributes to the overall quality of the assigned functions by developing, reviewing, and implementing policies and procedures to meet legal requirements and District needs; continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change. Oversees recruitment and selection processes to ensure consistency, fairness and compliance with state and federal regulations; develops valid recruitment screening techniques and testing plans. Performs or directs the performance of job analysis and classification studies; conducts compensation studies and participates in the development of compensation and benefit strategies. Develops, organizes, distributes, and administers the District's Employee Handbook policies and procedures manual; reviews and updates as necessary to conform to policy changes, new legislation, etc. Develops and revises job descriptions; makes recommendations and presents to the Board of Directors. Coordinates employee relations activities; provides assistance to management, supervisors and staff in the interpretation of Human Resources policies and procedures and the processing of grievances. Administers District benefit plans; oversees employee orientation and enrollment; acts as liaison with benefit carriers to address claims or issues; reviews and evaluates service delivery and cost effectiveness of benefits plans, makes recommendations for improvements and ensures maximum effective service provision. Oversees the planning and coordination of the open enrollment process and health fair; reviews changes to employee benefit plans and insurance and ensures that they are implemented into the HRIS timely and accurately. Works closely with the third-party workers' compensation administrator to process claims and administer the program. Coordinates employee development, training, work evaluation and recognition programs; provides training to District employees involving human resources issues and current topics; conducts specialized training for key personnel on management techniques and policies and procedures. Drafts and recommends District-wide safety and health directives; maintains District safety manual, including preparation and distribution of appropriate updates. Assists with co-ordination of safety-related training for employees to meet Federal Emergency Management Agency (FEMA) requirement; in the absence of the General Manager may initiate emergency procedures. Develops, coordinates, and supervises District-wide safety and health programs, including emergency response, disaster preparedness, and security designed to prevent injury, occupational illness, and damage to property; and develop and recommend safety and health directives; solves District-wide safety and health issues that pose a risk to staff or operations. Researches and analyzes issues and concerns to recommend solutions which may include developing or modifying organization-wide policies, procedures, and programs; implements approved recommendations. Oversees the development of consultant requests for proposals for professional services and the advertising and bid processes; evaluates proposals and recommends project award; coordinates with legal counsel to determine District needs and requirements for contractual services; negotiates contracts and agreements and administers same after award. Manages Employer Pull Program for employees with commercial driver's license including enrollment, medical certification, and monitoring of employee driving records. Manages Department of Transportation (DOT) Drug and Alcohol testing program for DOT regulated employees including enrollment and deletion of driver's, notification of random drug and alcohol testing, and ensures compliance. Represents the assigned functions to other District areas, elected officials, and outside agencies; explains and interprets assigned programs, policies, and activities; negotiates and resolves significant and controversial issues. Conducts a variety of organizational and operational studies and investigations; recommends modifications to programs, policies, and procedures as appropriate. Participates in and makes presentations to the Board of Directors and a variety of boards and commissions. Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of human resources, risk management, and other services as they relate to the area of assignment. Maintains and directs the maintenance of working and official files. Monitors changes in laws, regulations, and technology that may affect District operations; implements policy and procedural changes as required. Prepares, reviews, and presents staff reports, various management and information updates, and reports on special projects as assigned by the General Manager. Responds to difficult and sensitive public inquiries and complaints and assists with resolutions and alternative recommendations. Performs other duties as assigned. Qualifications Knowledge of: Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and project management. Principles, practices and techniques of human resources in a public agency setting, including recruitment, selection, equal employment opportunity and employee orientation; job analysis and classification; compensation and benefit analysis and administration; employee relations and the interpretation of laws, regulations, policies and procedures. Principles and practices of industrial and occupational health and safety program administration. Principles and practices of risk management including loss prevention. Cal/OSHA regulations including the Injury and Illness Prevention Program. Principles and practices of budget development and administration. Public sector personnel administration principles and practices. Employee and retiree benefit programs including insurance, deferred compensation, and state sponsored retirement Principles and practices of employee supervision, including work planning, assignment, review and evaluation, and the training of staff in work procedures. Applicable federal, state, and local laws, codes and regulations relevant to assigned areas of responsibility. Organization and management practices as applied to the development, analysis, and evaluation of programs and operational needs of the assigned functions. Principles and practices of contract administration and evaluation. Recent and on-going developments, current literature, and sources of information related to the operations of the assigned functions. Record keeping principles and procedures. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for effectively representing the District in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff. Ability to: Develop and implement goals, objectives, policies, procedures, work standards, and internal controls for the assigned functions and program areas. Provide administrative and professional leadership and direction to the assigned functions and the District. Prepare and administer budgets; allocate limited resources in a cost effective manner. Maintain a high degree of confidentiality. Plan, organize, assign, review, and evaluate the work of staff; train staff in work procedures. Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations. Evaluate and develop improvements in operations, procedures, policies, or methods. Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. Research, analyze, and evaluate new service delivery methods, procedures, and techniques. Analyze, interpret, summarize, and present technical information and data in an effective manner. Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports. Effectively represent the division and the District in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals. Establish and maintain a variety of filing, record-keeping, and tracking systems. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Operate modern office equipment including computer equipment and specialized software applications programs. Communicate effectively, both orally and in writing. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: A Bachelor's degree from an accredited college or university with major coursework in human resources management, public or business administration, or a related field and five (5) years of administrative experience in human resources, benefits administration, and/or risk management, including two (2) years of program management and supervisory experience. Licenses and Certifications: Possession of a Professional Human Resources certificate is desirable. Supplemental Information PHYSICAL DEMANDS Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds ENVIRONMENTAL ELEMENTS Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing District policies and procedures. CAFETERIA PLAN Full-time employees receive a monthly contribution amount to pay for District-offered medical, dental and vision insurance plans plus other ancillary benefits. The contribution amount is based on the employees' elected medical plan tier. Employee only - $1,200 Employee + 1 - $1,650 Employee + 2 or more - $2,140 RETIREMENT BENEFIT The District contracts with California Public Employees Retirement System (CalPERS). The monthly retirement allowance is determined by age at retirement, years of service credit and final compensation. The basic benefit is 2% of final compensation for each year of credited service upon retirement at age 55, 60, or 62. WORK SCHEDULE Full-time Administrative employees work a 9/80 schedule. Full-time Wastewater employees work a 4/10 schedule. TELECOMMUTING Eligible classifications work a hybrid schedule with up to 3 days a week of telecommuting. MEDICAL The District offers medical insurance through CalPERS. Employees elect the plan and tier of their choice. DENTAL, VISION, & SUPPLEMENTAL LIFE INSURANCE The District offers dental vision, and supplemental life insurance through Special District Risk Management Authority. LIFE INSURANCE, ACCIDENTAL DEATH AND DISMEMBERMENT (AD&D) INSURANCE the District pays for a Life Insurance/AD&D policy for all full-time employees that provides a $50,000 coverage. Full-time employees are eligible on the first day of the month on or after completing 90 days of continuous employment. Part-time employees are ineligible for this benefit. LONG-TERM DISABILITY INSURANCE the District pays for a non-work related Disability Insurance plan for all full-time employees that pays up to 60% of an employee's basic monthly earnings not to exceed $5,000 per month following a 90 day waiting period of continuous disability. Full-time employees are eligible on the first day of the month on or after completing 90 days of continuous employment. Part-time employees are ineligible for this benefit. CELL PHONE ALLOWANCE $479.96 annually for non-exempt employees/$960 for exempt employees. EMPLOYEE ASSISTANCE PROGRAM (EAP) The EAP provides confidential counseling, education and referral on work and life challenges 24 hours a day, seven days a week. RETIREMENT HEALTH SAVINGS PLAN (RHS) through MissionSquare. Employees contribute 1% of their base salary and the District matches 1%. Funds can be used to pay healthcare premiums and out-of-pocket expenses in retirement. Employee amount is 100% vested immediately. Vesting in the employer contributed amount occurs at 5 years of service with the District, at which time there is 100% vesting. BILINGUAL PAY Eligible employees who are certified and designated as "District Translators" shall receive premium pay for the performance of bilingual written and/or oral skills. WASTEWATER MAINTENANCE EMPLOYEES PREMIUM PAY Employees who are routinely and consistently assigned to repair and maintain sewer systems shall receive a premium pay of 1.5% of their base pay for each California Water Environment Association Collection System Maintenance and/or Electrical Instrumentation Grade Certification level achieved. WELDER PREMIUM PAY Employees who are routinely and consistently assigned to repair sewer manhole covers by application of welding skills and who possess a current welding certification, shall receive a premium pay of 1.5% of their base pay. STANDBY PAY The Primary Standby Person will be paid a flat rate of $75 per day and the Secondary Standby Person will be paid $50 per day. SHIFT DIFFERENTIAL PAY A non-exempt Wastewater Maintenance Worker or SCADA Technician/Industrial Electrician employee required to work a shift cleaning sewer lines between the hours of 6:00 p.m. and 5:00 a.m. will be compensated an additional 7% above the employee's base hourly rate of pay for hours worked during that time period. CLOSED CIRCUIT TELEVISION (CCTV) PAY Employees who successfully pass the Pipeline Assessment & Certification Program from the National Association of Sewer Service Companies, and who routinely televise, view, and analyze CCTV of sewer pipes as part of their regular duties, shall receive a premium pay of 1.5% of their base pay. MANHOLE ASSESSMENT CERTIFICATION PAY Employees who are routinely and consistently assigned to repair and maintain sewer systems shall receive a premium pay of 1.5% of their base pay for successfully passing the Manhole Assessment & Certification Program (PACP) from the National Association of Sewer Service Companies (NASSCO.) COMMERCIAL DRIVER'S LICENSE PAY Employees who are required to maintain a Commercial Driver's License, Class "C" or who maintain a Class "A" for the performance of their assigned job duties, will receive an annual pay of $520. OPTIONAL BENEFITS DEFERRED COMPENSATION PLAN (457B) This voluntary 457 Plan through Empower provides employees with the opportunity to invest a portion of their salary on a pre-tax basis. The plan includes a hardship loan option. TECHNOLOGY LOAN PROGRAM The District will assist with the purchase of technology equipment and software for personal use by granting an interest free loan in the amount of $200 - $2,000. . Employees are eligible after six months of service. TUITION REIMBURSEMENT PROGRAM Full-time employees, who have completed six months of service, are eligible for tuition reimbursement for a maximum of $5,000 per year for educational courses in order to foster personal development in job-related areas as well as career advancement. SUPPLEMENTAL INSURANCE The District offers optional Short-Term Disability Insurance; Hospital Insurance; Cancer Insurance; Specialized Health Event and Accident Insurance through AFLAC. WELLNESS PROGRAM REIMBURSEMENT The District encourages employees to achieve and maintain a healthy lifestyle through physical fitness. Employees will be reimbursed up to $25 per month for eligible Wellness Program items. REWARDING IDEAS PROGRAM The Rewarding Ideas program is an employee suggestion program that encourages employees to generate ideas for organizational improvements. Monetary rewards range from $100 to $1,000. LEAVES SICK LEAVE Full-time employees accrue sick leave at the rate of 3.70 hours per pay period. Part-time employees who work 30 or more days in a year are entitled to 40 hours of paid sick leave. VACATION Full-time employees accrue 92 to 284 vacation hours annually based on years of service. Employees may use vacation after six months of continuous service. HOLIDAYS The District observes the following 12 holidays: New Year's Day; Labor Day; Martin Luther King Day; Thanksgiving (Wednesday - Friday);President's Day; Veteran's Day; Memorial Day; Christmas Eve; Christmas Day; Fourth of July. Employees also receive two floating holidays to be used incrementally by the end of the fiscal year. COMPENSATORY (COMP) TIME Comp time is used like vacation and may also be used like sick leave. Comp time is accrued by converting overtime hours to Comp time off hours. ADMINISTRATIVE LEAVE Exempt full-time employees receive 40 hours of Administrative Leave each fiscal year. CALIFORNIA FAMILY RIGHTS ACT (CFRA) LEAVE Provides eligible employees with up to 12 weeks of unpaid, job-protected leave to care for their own serious health condition or a family member with a serious health condition, or to bond with a new child. BEREAVEMENT LEAVE Full-time employees are entitled to up to 5 working days per incident for the death of an immediate family member. This is a general outline of employee compensation and fringe benefits. For a complete explanation of benefits, benefit eligibility and restrictions, please refer to the Employee Handbook or Benefit Plan Documents.