5394 - Administrative Services Manager I (Recording)

Overall Job Objective

Position Description

OPEN UNTIL FILLED

Salary Grade: 13

Pay Range
Hiring Range: $57,607 - $69,128 Annually
Full Range: $57,607 - $80,649 Annually

Salary offers are based on the candidate's equivalent experience and internal equity with other employees within the same job classification.

This position is responsible for management of the Recording Unit of the Pima County Recorder's Office, overseeing 2 Supervisors and 3 leads. Responsible for communicating with the Executive Administration about the unit. Will serve as the liaison between the unit, other county departments, and vendors.

Duties/Responsibilities

(Work assignments may vary depending on the department's needs and will be communicated to the applicant or incumbent by the supervisor.)

Develops program goals, objectives, policies, and procedures and establishes short- and long-range program performance plans subject to management review;

Manages and administers program activities and evaluates program effectiveness and success;

Develops, negotiates, monitors, and administers contracts, intergovernmental agreements, and/or financial and service agreements for the program managed;

Monitors program contract compliance and takes corrective action as required;

Performs as a program representative within the community, delivers informational news releases, serves as a program contact person, and participates in community awareness activities;

Develops and maintains effective working relationships and coordinates program activities with other county departments, public and private agencies, organizations, and groups to promote the program and its goals;

Analyzes federal, state, and local legislation and ensures program compliance with applicable regulations and policies;

Directs organizational and management studies for the purpose of identifying problems and alternative solutions to the problems;

Develops, writes, and administers the program's annual budget, prepares program-related financial forecasts, and identifies funding sources to support program activities;

Reviews and analyzes routine and special reports detailing the status and/or success of the program, prepares recommendations, and/or initiates corrective action;

Evaluates management problems and makes decisions regarding the proper course of action;

May supervise the activities of county staff and evaluate performance;

May make recommendations to the Board of Supervisors regarding program objectives;

May direct the preparation and submittal of proposals and grant applications;

May access or maintain specialized databases containing program-specific information to review information or generate reports.

KNOWLEDGE & SKILLS:

Knowledge of:

• principles and procedures of public administration, management, and program planning, development, and evaluation;
• federal, state, and local laws, rules, and regulations;
• principles and practices of budgeting, accounting, purchasing, contracting, and financial management;
• contract and grant application preparation, negotiation, and administration;
• community agencies, organizations, and resources;
• data and statistical analysis techniques and application to planning studies and projects;
• principles and techniques of effective communication including written composition and public speaking;
• applications of automated information systems.
  

Some positions within this classification require knowledge of program-specific terminology, principles, practices, and procedures.

Skill in:

• planning, developing, evaluating, and managing programs and projects;
• preparing and administering budgets, grants, and contracts;
• researching, analyzing, and reporting data;
• presenting, explaining, and interpreting program goals, objectives, policies, and procedures to the public;
• directing staff and planning, organizing, and coordinating program activities;
• communicating effectively;
• establishing and maintaining effective working relationships with service groups and organizations;
• establishing, reviewing, and modifying procedural and technical guidelines to enhance program effectiveness;
• use of automated information systems to maintain or produce data.

Minimum Qualifications

(1) A Bachelor's degree from an accredited college or university and four years of professional-level experience in coordinating, monitoring, administering, or managing program or specialized work unit activities.

(Relevant professional-level experience and/or education from an accredited college or university may be substituted.)

OR

(2) One year of experience with Pima County as a Program Coordinator.

Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.

Preferred Qualifications: (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.)

1. Minimum three (3) years experience in public document procedures, with a preference for document recording.
2. Minimum two (2) years experience in a supervisory position with a team of 3 or more.
3. Minimum one (1) year experience in implementing procedures for statutory requirements.
4. Minimum two (2) years experience working in a public service government agency.

Selection Procedure:
Pima County Human Resources Department reserves the right to admit to the selection process only those candidates that meet the minimum/desired qualifications. All applications will be assessed based on an evaluation of the listed education and experience. Candidates meeting the minimum/desired qualifications may be further evaluated/scored against any advertised Preferred Qualifications. The hiring authority will interview and select the successful candidates from a referral list provided by Human Resources. Additional assessments/testing may be required as part of the selection process. Supplemental Information

Licenses and Certificates: Some positions require a valid Arizona Class D driver license at the time of application. Failure to maintain the required licensure shall be grounds for termination.

Special Notice: Some positions within this classification may require irregular work schedules and/or travel and may carry a low risk of exposure to infectious diseases. Therefore, special medical screening prior to or during employment may be necessary to ensure employee health and safety. The County requires pre-employment background checks. Successful candidates will receive a post-offer, pre-employment background screening to include verification of work history, education, and criminal conviction history. A prior criminal conviction will not automatically disqualify a candidate from employment with the County.

Physical/Sensory Requirements: Physical and sensory abilities will be determined by position.

EEO Information: Pima County Government is an Equal Employment Opportunity employer. We are committed to an inclusive and diverse workforce and will not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, age, disability, gender, sexual orientation, kinship, political interest, or any other characteristic protected by law.