INTERNAL SUPPORT ADMINISTRATOR

Department / Division: CENTRAL SERVICES / INTERNAL SUPPORT

FLSA STATUS: Exempt - Executive
CLASSIFICATION: Personnel System
PAY GRADE: 23

Purpose of Job

The purpose of this job is to manage the provisions of Internal Support Services to all Unified Government departments, electedappointed officials, and the public. Duties and responsibilities include, but are not limited to, preparing the annual division budget managing operation systems managing archives, court, legal and Unified Government records and off-site records storage managing parking deck, office equipment, copy machines, surplus property, and the annual auction coordinating print shop activities, voice telecommunications, mail room operations, and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Supervises and evaluates assigned staff, handling all employee concerns, directing work assignments, counseling and disciplining employees when necessary, and completing employee performance appraisals. Prepares the annual division budget prepares indirect budgets which affectinvolve Athens-Clarke County departments monitors expenditures under the current budget oversees divisional payroll and accounting procedures submits indirect charges to Finance Department for budget accounting. Supervises operations of government-wide services such as telephone systems, maintenance service agreements, use of copiers, print shop, mail, and parking. Serves as the Appointed Records Manager for the Athens-Clarke County Unified Government. Oversees the operation of the Athens-Clarke County Archives and records management center including directing the microfilming of archives, court and department records, and overseeing the destruction and further disposition of records. Coordinates with Georgia Department of Archives and History on required records management activities and procedures. Oversees the receiving, distribution, delivery, processing and metering of all in and out going mail according to federal regulations. Oversees the operation of the unified government parking deck facility and controlled surface lots programs parking deck fees and other deck operations information into desktop computer. Reviews all government copier contract agreements to ensure their proper approval, content, execution, and timely renewal. Ensures the proper operation of all division-managed copy machines within the unified government. Oversees the coordination of work between the print shop and all departmentsdivisions. Oversees the surplus property collection, distribution, preparation for auction, and coordinates the annual auction oversees the warehouse storage facility for all surplusauction items and supplies updates the government surplus property inventory listing and adddeletes new items to the inventory. Prepares bid specifications, meets with vendors concerning purchases of maintenance contracts, agreements, equipment, services and evaluates bids, Requests For Proposals. Performs other related duties as required.

Knowledge, Skills and Abilities

Has extensive knowledge of the principles, practices and procedures of the Internal Support Services Division of the Central Services Department. Has thorough knowledge of management, human resource managementpersonnel, and financial practices, policies and procedures as necessary in the completion of daily responsibilities. Is able to administer policies, procedures, plans and activities and to monitor performance of subordinates against measured established goals. Knows how to develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the position. Is able to develop and implement long-term goals for the division in order to promote effectiveness and efficiency. Has thorough knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job. Knows how to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to division operations and activities. Is able to effectively communicate and interact with subordinates, management, employees, members of the general public and all other groups involved in the activities of the Athens - Clarke County Government as they relate to the Internal Support Services Division of the Central Service department. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has good organizational, management, human relations, and technical skills. Is able to use independent judgment and discretion in managing subordinates including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has the mathematical ability to handle required calculations using statistical calculations. Is knowledgeable and proficient with computers. Is able to read, understand and interpret personnel and financial reports and related materials. Has extensive knowledge of records management, supervision of personnel, and accounting. Requires the knowledge of various computer software packages, inventory management systems and automated phone systems.

Minimum Training and Experience Required to Perform Essential Job Functions

Bachelors degree in Business Administration, Business Management or related discipline required and three years of materiallogistics management, and records management experience required or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job required. Supervisory experience is required. Must possess a valid drivers license.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including various computers and office equipment. Must be able to use body members to work, move or carry objects or materials. Must be able to exert in excess of 50 pounds of force occasionally, andor up to 20 pounds of force frequently. Physical demand requirements are at levels of those for medium work.

DATA CONCEPTION:

Requires the ability to compare andor judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes giving assignments to subordinates and receiving directions from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of manuals, records, ordinances, guides, forms, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare reports such as the monthly budget reports, quarterly reports, and agenda item forms, using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to comprehend legal and accounting terminology. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand complex principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgements in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide determine percentages prepares statistics interprets graphs, and computes discounts for contracts. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with various office equipment.

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as various computers and other office equipment. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

Requires the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under considerable stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). May be required to communicate via telephone or two-way radio. div alignright

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