Education:                                                                   High School plus 2 years

Job Related Experience:                                              5 years

Special Requirements:                                                Notary Public license within 6 months of hire

Job Summary: The Administrative Services Manager is responsible for the daily administrative support for the Executive Director, Board of Commissioners, and the Agency.  This position performs difficult administrative work including human resources duties and maintaining all aspects of office operations.

Knowledge and Skill Requirements:

• Proficiency in Microsoft Office and Adobe Acrobat
• Must have high level of discretion and ability to handle sensitive and confidential information appropriately
• High level of organization and time management skills
• Excellent interpersonal skills
• Strong ability to build effective relationships and work in a team environment
• Ability to work independently, multi-task, and prioritize
• Customer service and detail-oriented
• Ability to independently present information to the public regarding programs and represent the Agency
• Governmental and transcription experience helpful

Essential Functions:

1. Oversees and performs a wide range of administrative support tasks with emphasis on assistance to the Executive Director and Board of Commissioners. Prepares and distributes meeting agendas, meeting packets and reports; takes and transcribes Commission meeting minutes in accordance with standards.  Composes reports, memos, and letters.  Responds to public, client, and employee inquiries.
2. Performs and/or coordinates postings and public notices, ensuring compliance with federal and state regulations.
3. Stays current on federal and state employment laws and Agency policies pertaining to areas of responsibility.
4. Maintains the Personnel Policy Manuals.
5. Coordinates the employment process in accordance with Agency policies, to include preparing job postings, advertising, scheduling, interviewing, notifying candidates, processing eligibility (I-9), conducting new employee orientation, and ensuring the accurate and timely completion of all required new employee paperwork. Organizes and maintains employee files, ensuring information is accurate and up-to-date.  Processes terminations and conducts exit interviews.  Completes state pay equity reporting.  Processes Caretaker timesheets.
6. Assists in the administration of various employee benefit plans, including:

• Acts as vendor contact for employee benefit programs
• Enrolls new employees in benefit plans and provides benefits orientation
• Processes status changes
• Processes open enrollment
• Maintains vendor contact to investigate discrepancies and provide information in non-routine situations
• Provides vendors appropriate documentation for life, pension, and disability benefits claims
• Assists in preparing materials and in presenting benefit plan changes to employees
• Manages all aspects of COBRA
• Responds to notifications from state agency regarding unemployment claims filed by former employees
• Completes first report of injury forms, OSHA documentation, and any other workers compensation forms, ensuring completeness and accuracy.  Distributes all required OSHA and insurance carrier reports and information to the appropriate persons.  Follows up on all injuries with employee and doctors.  Organizes and maintains all injury files accurately.
• Reviews and approves benefit invoices
• Coordinates with the Finance Department

7. Administers performance review program.
8. Evaluates and compares existing wage and benefits with those of other employers by analyzing other plans, surveys, and other sources of information; contracting, coordinating and/or consulting with HR professionals as necessary. Analyzes results of comparisons and surveys and develops specific recommendations for review by management. Completes surveys from other agencies and governments as necessary.  Works with Personnel Committee as necessary.
9. Manages Agency property and liability insurance including working with agents and obtaining coverage quotes. Reports and coordinates claim procedures for each property; i.e. slip and falls, or any injury or liability.  Maintains insurance documents.
10. Organizes and maintains office supplies, ordering as needed. Responsible for research and purchasing of agency furniture, décor, office equipment, contracts for service of office equipment, etc. as directed. Develops specifications, solicits quotations and works with vendors to maintain quality standards and reasonable prices. Makes appropriate recommendations.  Handles Central Office maintenance issues and office equipment repairs and service.  Oversees Agency mail service, ensuring equipment is in compliance, requisitioning funds, and maintaining business reply account. Follows federal and state regulations and Agency Procurement Policy for all purchasing.  Follows federal and state regulations and Agency Procurement Policy for all purchasing. 
11. Provides a sound building security program to protect all office personnel and facilities. Reviews office facilities for potential safety hazards. Ensures that facility meets environmental health and safety/security standards under government regulations, including proper posting and reporting. Oversees all duties and functions associated with the cleaning and maintenance of Central Office facilities. Ensures building and facilities are clean and safe for colleagues and visitors.
12. Coordinates all general administrative activities and acts as back up for other office jobs as necessary. Manages office-wide Outlook, including calendaring.  Coordinates internal and external publications including newsletters, brochures and advertising.  Produces content for website.  Schedules travel and training as directed and as appropriate under Agency policies and GSA rules.
13. Maintains confidentiality of all payroll, medical, benefit and personnel-related information, client-related information, policies, and related matters.
14. Develops and maintains a positive and professional work environment.

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