ADMINISTRATIVE MANAGER
Apply NowCompany: City of Montebello
Location: Montebello, CA 90640
Description:
Salary : $98,154.00 - $122,581.00 Annually
Location : Montebello, CA
Job Type: Full Time
Job Number: 2025-00033
Department: Public Works Department
Opening Date: 04/23/2025
Closing Date: 5/21/2025 11:59 PM Pacific
APPLICATION FILING PERIOD
This recruitment is an open recruitment and set to close on May 21, 2025. All applicants are encouraged to apply promptly as this recruitment may close at any time without notice
A COMPLETE APPLICATION PACKET MUST INCLUDE THE FOLLOWING DOCUMENTS:
Ideal Candidate:
The Public Works Department is seeking a skilled and motivated Administrative Manager to lead and oversee a wide range of administrative operations. The ideal candidate will provide supervision and guidance to staff responsible for clerical duties, recruitment and onboarding, customer service, and records management. This role is also responsible for preparing and managing departmental budgets, processing various personnel action forms, approving purchases for goods and services, and delivering executive-level administrative support to the department head. The successful candidate will demonstrate excellent written and verbal communication skills, the ability to manage multiple competing priorities, and a commitment to fostering a collaborative, team-oriented work environment. Additionally, significant experience in managing and overseeing the successful implementation of projects funded by Caltrans, Metro, and SCAG is highly desirable.
Job Summary:
Under general supervision, this position performs complex technical and difficult administrative work, planning, organizing, and overseeing the operation and maintenance of the Public Works Department, Capital Improvement Projects and budgets. An employee in this class performs a full variety of semiskilled and skilled tasks, which are necessary to maintain fiscal responsibility to the city. This is a supervisory position with responsibility for assigning, supervising, and directing the work of staff assigned to the administrative division including grants and project administration, budget preparation, accounting, payroll, and revenue control.
Examples Of Essential Duties:Assists Department Director by performing detailed administrative analysis; assists the Department Director on administrative issues and procedures; provides professional advice to supervisor; provides supervision, direction, and work coordination for staff assigned to the Administrative Division including grants and project administration, accounting, payroll, and revenue control; supervises, prepares, and administers budgets, purchases, revenues and expenditures, as well as future projections; lead multiple work streams of procurement transformation (i.e., purchasing, contracts, payables, etc.) to ensure consistency across; vision and strategy; policy, legal, practices and process; technology; and organization; assists in the determination of work procedures, prepares work schedules, and workflow; studies and standardizes procedures to improve efficiency and effectiveness of operations; creates the development of short- and long-range plans; gathers, interprets, and prepares data for studies, reports and recommendations; carries out major assignments in conducting the operations of the City by interpreting and implementing management policies and/or operating procedures; develops criteria by which to evaluate program effectiveness and budgetary requirements; maintains, prepares, and interprets highly technical reports and departmental policies to operating divisions; plans, designs, and implements a variety of management information and reporting systems; reviews and makes recommendations on operating programs and procedures; acts as a liaison with regulatory agencies regarding financial and grant administration issues; assures compliance with all Federal, State, and County regulatory requirements; interviews, selects, trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed; to supervise professional and clerical staff; direct and plan the work of employees, including determining the techniques to be used by employees; plan, organize, develop, monitor, and supervise the administrative division of the Department; set job performance standards for employees and ensure that standards are met; responsible for employee discipline when necessary; represents the City at conferences and meetings; assists other agencies, groups and individuals in connection with the coordination of departmental activities as needed and performs any other related duties as required or assigned.
Training and Experience: Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Graduation from an accredited "four" year college or university with major course work in accounting, public administration, finance, or closely related field. Masters in Finance, Accounting, Public Administration or closely related field highly desired
Work Background: Five years of progressively responsible and varied professional senior administrative support experience, preferably with a government agency, including at least three years in management, supervisory, or administrative function.
Knowledge of:
Ability to:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Incumbents in this classification sit, speak clearly, hear normal voice conversation, see small details, use a calculator, and work on a personal computer. The work environment described here is representative of those an employee encounters while performing the essential functions of this job. Incumbents in this classification work in an open office environment.
The City of Montebello is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices.
01
Why do you feel you would be the ideal candidate for this position?
02
What is your highest level of formal education completed?
03
Briefly describe your experience in grant writing and managing grant accounting in public sector.
04
How many years of progressively responsible experience with a public agency do you have?
05
How did you hear about the job opportunity?
Required Question
Location : Montebello, CA
Job Type: Full Time
Job Number: 2025-00033
Department: Public Works Department
Opening Date: 04/23/2025
Closing Date: 5/21/2025 11:59 PM Pacific
APPLICATION FILING PERIOD
This recruitment is an open recruitment and set to close on May 21, 2025. All applicants are encouraged to apply promptly as this recruitment may close at any time without notice
A COMPLETE APPLICATION PACKET MUST INCLUDE THE FOLLOWING DOCUMENTS:
- A completed City of Montebello on-line employment application via NEOGOV.
- Resume
- A copy of your higher education degree must be attached (legible copy of the official diploma or official transcripts)
Ideal Candidate:
The Public Works Department is seeking a skilled and motivated Administrative Manager to lead and oversee a wide range of administrative operations. The ideal candidate will provide supervision and guidance to staff responsible for clerical duties, recruitment and onboarding, customer service, and records management. This role is also responsible for preparing and managing departmental budgets, processing various personnel action forms, approving purchases for goods and services, and delivering executive-level administrative support to the department head. The successful candidate will demonstrate excellent written and verbal communication skills, the ability to manage multiple competing priorities, and a commitment to fostering a collaborative, team-oriented work environment. Additionally, significant experience in managing and overseeing the successful implementation of projects funded by Caltrans, Metro, and SCAG is highly desirable.
Job Summary:
Under general supervision, this position performs complex technical and difficult administrative work, planning, organizing, and overseeing the operation and maintenance of the Public Works Department, Capital Improvement Projects and budgets. An employee in this class performs a full variety of semiskilled and skilled tasks, which are necessary to maintain fiscal responsibility to the city. This is a supervisory position with responsibility for assigning, supervising, and directing the work of staff assigned to the administrative division including grants and project administration, budget preparation, accounting, payroll, and revenue control.
Examples Of Essential Duties:Assists Department Director by performing detailed administrative analysis; assists the Department Director on administrative issues and procedures; provides professional advice to supervisor; provides supervision, direction, and work coordination for staff assigned to the Administrative Division including grants and project administration, accounting, payroll, and revenue control; supervises, prepares, and administers budgets, purchases, revenues and expenditures, as well as future projections; lead multiple work streams of procurement transformation (i.e., purchasing, contracts, payables, etc.) to ensure consistency across; vision and strategy; policy, legal, practices and process; technology; and organization; assists in the determination of work procedures, prepares work schedules, and workflow; studies and standardizes procedures to improve efficiency and effectiveness of operations; creates the development of short- and long-range plans; gathers, interprets, and prepares data for studies, reports and recommendations; carries out major assignments in conducting the operations of the City by interpreting and implementing management policies and/or operating procedures; develops criteria by which to evaluate program effectiveness and budgetary requirements; maintains, prepares, and interprets highly technical reports and departmental policies to operating divisions; plans, designs, and implements a variety of management information and reporting systems; reviews and makes recommendations on operating programs and procedures; acts as a liaison with regulatory agencies regarding financial and grant administration issues; assures compliance with all Federal, State, and County regulatory requirements; interviews, selects, trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed; to supervise professional and clerical staff; direct and plan the work of employees, including determining the techniques to be used by employees; plan, organize, develop, monitor, and supervise the administrative division of the Department; set job performance standards for employees and ensure that standards are met; responsible for employee discipline when necessary; represents the City at conferences and meetings; assists other agencies, groups and individuals in connection with the coordination of departmental activities as needed and performs any other related duties as required or assigned.
Training and Experience: Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Graduation from an accredited "four" year college or university with major course work in accounting, public administration, finance, or closely related field. Masters in Finance, Accounting, Public Administration or closely related field highly desired
Work Background: Five years of progressively responsible and varied professional senior administrative support experience, preferably with a government agency, including at least three years in management, supervisory, or administrative function.
Knowledge of:
- Modern principles, practices, and techniques of public administration and accounting.
- Budget development, preparation, and administration.
- Applicable City, County, State, and Federal laws, codes, and regulations affecting public Works
- Grant accounting and administration.
- Principles of local government, organization, and financing.
- Computer applications, especially as related to accounting and grant administration.
- Microsoft Office Suite.
Ability to:
- Think clearly and quickly and to analyze and solve technical problems involving organization and management.
- Make sound analyses and evaluations and effectively present findings.
- Supervise employees.
- Operate computer printer, copy machine, scanner, telephone, and calculator.
- Plan and supervise the work of technical, clerical and maintenance personnel and private contractors as applicable.
- Prepare, maintain and monitor detailed technical and financial records.
- Communicate effectively both verbally and in writing.
- Serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies.
- Establish and maintain effective working relationships with the general public, co- workers, city officials and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability or political affiliation.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Incumbents in this classification sit, speak clearly, hear normal voice conversation, see small details, use a calculator, and work on a personal computer. The work environment described here is representative of those an employee encounters while performing the essential functions of this job. Incumbents in this classification work in an open office environment.
The City of Montebello is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices.
- CalPERS 2.7% @ 55 or 2% @ 62, depending on member status
- Classic members pay 8% toward their employee contribution to CalPERS
- New CalPERS members pay 7.5% toward their CalPERS retirement
- 11 medical plans available, including dental & vision coverage, maximum paid by City is $1,650.00/mo. (3+-party coverage)
- Or in lieu of coverage, $350 per month medical incentive plan
- 12 paid Holidays
- up to 80 Vacation leave hours
- up to 96 Sick leave hours
- $30,000 term life insurance, $30,000 AD&D
- 30 hours bereavement leave per eligible incident
- Up to $1,500 per year tuition reimbursement (ANNUAL BUDGET PERMITTING)
- Deferred compensation plan available
- Bilingual pay available upon testing up to $150/month
- Education Incentive Pay
- Certificate Pay up to $50/month
- Long Term Disability Program
01
Why do you feel you would be the ideal candidate for this position?
02
What is your highest level of formal education completed?
- High School Diploma/GED
- Some College
- Associate's Degree
- Bachelor's Degree
- Master's Degree
03
Briefly describe your experience in grant writing and managing grant accounting in public sector.
04
How many years of progressively responsible experience with a public agency do you have?
- Less than 5 years
- 5 years or more but less than 10 years
- 10 years or more but less than 15 years
- 15 years or more
05
How did you hear about the job opportunity?
Required Question