Manager – Administrative Services

Job Number: J0521-0029

Position Title: Manager – Administrative Services

Department: Planning, Engineering & Regulatory Services

Appointment Status: Full-Time Permanent

Employee Group: Management

Job Category: Public Administration

Compensation: $77,587.00 – $100,111.00/Year

Closing Date: May 17, 2021

Our City, Our Future

St. John’s is a progressive city with a strong connection to the past and a positive outlook on the future. As one of the oldest cities in North America we have a unique history, but we are also a growing city with the needs and opportunities of a modern urban population. The City of St. John’s is committed to recruiting world-class talent and expertise to join our City staff, more than 1200 strong, who provide a vast array of valued services to the residents of St. John’s and the metropolitan area. If you are an innovative thinker with a positive attitude and a commitment to quality, we want you to help us make St. John’s a city where people want to live and feel they belong.

The Opportunity

Reporting to the Deputy City Manager of Planning, Engineering and Regulatory Services, the primary responsibilities of this position are providing comprehensive executive administrative support to the management team as well as managing the Department’s administrative operations.

Accountabilities

• Plans, organizes and directs the work of the Administrative unit to ensure the provision of support services to the professionals and technical staff within the Department enabling them to assist the general public and coordinate with staff in other departments, agencies and jurisdictions.
• Develops, analyzes, reviews, and implements administrative department systems and controls and provides confidential administrative services to the DCM – PERS.
• Supervises front counter staff in the accepting and processing of applications/permits/licenses related to City administered legislation, by-laws and/or codes regarding Building and Development related issues.
• Manage and verifies daily cash, credit and debit card transactions for the department.
• Oversees ATIPP requests, recordkeeping (including invoices, purchase orders and cheque requisitions) and payroll/timekeeping functions of the Department and maintenance of departmental record management system; oversees provision of services to the public.
• Communicates with all Divisional Directors and Managers on a constant, daily basis to assess needs and coordinate support functions and duties.
• Helps prepare annual budget for the Department; prepares monthly variance and operational reports; provides constant control and monitoring of expenditures; coordinates and oversees purchases; monitors and implements staff allowances as per union agreement.
• Responsible for the hiring, training and evaluation of administrative staff ensuring collective agreements are followed; coordinates the integration of divisions and staff within the newly restructured and enlarged Department.
• Handles confidential matters for senior staff and employees; Coordinates all travel arrangements for management and staff.
• Manage the ordering and distribution of the Department’s clothing allocation, ensuring efficiencies in the management of inventory and control of assets.
• Undertake and support Continuous Improvement projects within the Department
• Manage and oversee the content of the City’s – Planning, Engineering and Regulatory Services webpages and public communication.

The successful applicant will be required to participate in all training programs applicable to this position and other related work. The above statements reflect the general duties considered necessary to describe the principal functions of the job identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

Qualifications

Graduation from High School supplemented with a post-secondary degree/diploma in business, public, municipal or office administration. Seminar and conference training in leadership, conflict resolution and planning would also be an asset.

At least five (5) years supervisory experience in a position of similar accountability and responsibility.

Hours of Work

Monday – Friday

9:00 a.m. – 4:30 p.m.

We wish to express our appreciation to all applicants for their interest and effort in applying for this position. However, only candidates selected for interview will be contacted. The City of St. John’s does not accept applications in person, by email, fax or mail. Applications will be received up to 12:00 Midnight (Newfoundland Standard Time) on closing date.

This City of St. John’s is an equal opportunity employer and is committed to the

employment of a qualified workforce which reflects the community’s diversity.