Library, Arts & Culture Administrative Manager

Under general direction of the Director of Library, Arts & Culture, this upper management classification is responsible for providing leadership, professional administrative support and management oversight of Department administrative functions. This position will also oversee building/facility needs and safety concerns of all eight library locations.

Essential functions of the job include, but are not limited to, the following:
Coordinates the administrative and business management function of the Department, including the processing and preparation of budget and personnel transactions.

In partnership with the administrative team of the Department, evaluates, and makes recommendations for planning, streamlining and organizing Department operations.

Demonstrates initiative in identifying and recommending improvements to programs, services and work processes.

Conducts studies of Departmental operations, recommends changes in policies and procedures, and supervises the installation and implementation of approved changes, when directed by the Department head.

Oversees the adherence to Department policies and procedures, including working with the different Divisions of the Department to analyze, interpret, and update policies and procedures, including rules and regulations related to Department facilities. Additionally, manages the online policy and procedure manuals and documents all processes for his or her Division, as well as oversees the Process System for the entire Department.

Assists in developing, monitoring and implementing the Department budget and advises Division managers on budget matters. Prepares annual budget for submission to the Finance Department.

Oversees, analyzes, monitors and directs Department wide financial management systems and financial management practices being utilized by the Divisions in the Department. Directly tracks and monitors funds. Coordinates tracking of funds with other departments as needed.

Oversees all payroll functions of the Department.

Prepares written administrative reports, and conducts surveys pertaining to Departmental activities. Prepares formal reports for presentation to City Manager, Commissions and the City Council. Researches, coordinates and writes City Council reports.

Develops organizational charts as directed by the Department head.

Oversees all library facility issues and related maintenance needs, security and safety.

Serves as the Department liaison with other City departments including Finance, Public Works, City Attorney’s Office, and Human Resources.

Represents the Department head at meetings and in administrative matters. Appears on Department head’s behalf before City Council, commissions or other boards and agencies upon assignment by the Department head.

Conducts research about available grant opportunities. May direct the implementation, coordination, development, and operation of federal, state, or local grant programs or projects.

Completes all State and National library reports.

Performs grant and contract administration. Prepares and administers contracts. Prepares and/or reviews joint development agreements.

Processes or supervises the processing of pertinent documents such as contracts, permits, petitions, bid specifications, requests for proposal, ordinances and resolutions.

Tracks, updates and performs the Department’s physical asset management.

Coordinates the Department’s administrative functions with other departments in the City and the City Manager’s Office.

Assists, schedules, and supervises the work of other managers in gathering information, conducting research, completing surveys, or writing reports. Prepares and submits surveys to professional organizations.

Reviews and evaluates employees’ job performance, and can effectively recommend personnel action.

Follows through on assignments in a timely manner, without excessive guidance from the supervisor.

Provides information in response to public inquiries, and receives and resolves complaints.

Responds to difficult inquiries from internal customers or the general public.

May handle customer complaints.

May drive on City business depending on the needs of the position.

Ensures Department services are provided with the highest customer service and ethical standards.

Assumes responsibility for ensuring the duties of this position are performed in a safe, efficient manner.

Performs other related duties as assigned or as the situation requires.

Budget processes, procedures, and administration.
Business practices and procedures.
Financial management Enterprise Resource Planning (ERP) systems, such as Tyler Munis and Peoplesoft.
Organizational management systems, such as When to Work, Visio, and Project Trak.
Building and facility oversight principles.

Good customer service practices.

Conflict/complaint resolution.

Dealing effectively with persons of various social, cultural, economic and educational backgrounds, using tact and discretion.

Dealing tactfully, courteously and effectively with other City staff, public officials, and the general public.
Effective oral and written communications, both on a one-on-one and a group basis.

Evaluating the measurable results of programs and services.

Making independent judgments and decisions based on standard policy or procedures.

Motivating staff involved with the various administrative functions of the department and programs.

Organizing and prioritizing work.

Planning, supervising and evaluating the work of others.

Working with personal computers, including Microsoft Office software applications.

Analyze situations accurately and adopt an effective course of action.

Benchmark and evaluate the quality and measurable impact of programs and services.

Communicate effectively in English, orally and in writing.

Conduct research and analysis.
Demonstrate strong leadership and supervisory skills.

Draft complex analytical and narrative reports.

Effectively collaborate and coordinate with other managers.

Effectively interact with boards, commissions and the public.

Effectively supervise subordinates.

Establish and maintain smooth and effective working relationships and resolve interpersonal conflicts.

Foster a teamwork environment.

Handle confidential information with discretion.

Lead, coach, instruct and motivate employees.

Maintain accuracy under deadlines.

Maintain records.

Make effective presentations.

Manage and oversee a budget.

Model and practice the highest standards of ethical conduct.

Plan and organize work to meet schedules and deadlines.

Prepare analytical and financial reports.

Prepare clear and concise reports.

Prepare correspondence and reports using a personal computer and word processing software.

Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software.

Present a courteous, professional public image.

Provide clear instructions.
Provide exceptional customer service to the public and internal City employees.
Read, write, communicate effectively, and comprehend directions in English.

Review and evaluate employees’ job performance.

Speak effectively to individuals and groups.

Take initiative and exercise sound judgment.

Utilize a variety of Microsoft Office software programs, including Outlook, Excel, and PowerPoint.

Assume responsibility for maintaining a safe working environment.

Initiate, recommend, and carry out personnel actions.

Initiate and accomplish work in a timely manner.
Work necessary hours and times, including occasional evening and weekend shifts, to accomplish goals, objectives, and required tasks in a timely manner.

Five years of recent increasingly responsible experience in administrative work in all of the following areas: budget, management, and personnel. Such experience must include two years of supervisory experience.
Library background is highly desirable.
Experience with contracts and agreements and experience managing buildings and facilities is highly desirable.

Bachelor’s Degree in Public Administration, Business Administration, or a related field.

Valid Class C California driver’s license.

An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.

The examination will consist of an evaluation, a written exam, and an oral interview, with the evaluation as a qualifying step, written 20%, and oral interview 80%. Candidates must pass each exam component with a minimum score of 70% in order to be placed on the eligible list. Approximately the top 12 scoring candidates who achieve a minimum passing score of 70% on the essay will be invited to the oral interview exam. All applications, resumes, and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the selection process. Any evaluation will be based on the candidate’s education and experience as related to the position. Any examination will be to evaluate the candidate’s education, experience, knowledge and skills for the position. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting and a polygraph. TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.