Administrative Services Manager

Salary : $153,894.00 - $188,032.00 Annually
Location : Richmond, CA
Job Type: Full-Time (40 hours per week)
Remote Employment: Flexible/Hybrid
Job Number: 314-2025
Department: Administrative Services
Division: Administrative Services
Opening Date: 04/21/2025
Closing Date: 5/5/2025 11:59 PM Pacific

Description
The West County Wastewater (WCW) seeks a talented, collaborative, and innovative Administrative Services Manager!

West County Wastewater is seeking a dynamic and strategic leader with a talent for inspiring teams and optimizing processes. We're looking for someone who can effectively leverage and nurture staff strengths to help drive the mission and objectives of our Administrative Services Department.

This role presents an excellent promotional opportunity for professionals with a background in program management and analysis who are ready to step into a leadership position.

As the Administrative Services Manager, you will oversee a broad range of critical functions including office operations, facilities, fleet management, and information technology. Your focus will be on enhancing administrative efficiency and supporting the growth and development of WCW personnel.

We are looking for someone who is:

• A strong leader who takes initiative
• An active listener with clear communication skills
• Ethical and committed to making sound decisions
• Adaptable to changing priorities and able to work under pressure
• Skilled at building and maintaining collaborative relationships
• Able to navigate complex programs and provide innovative solutions

What you will typically be responsible for:

• Managing program and staff performance to ensure high-quality service delivery
• Overseeing budgets, contracts, and financial planning to align with agency goals
• Analyzing data and metrics to inform decision-making
• Building strong partnerships with contractors and consultants as well as other stakeholders
• Ensuring compliance with state and federal regulations while implementing best practices
• Leading teams through complex and time-sensitive situations
• Cultivating a culture consistent with the WCW's core values and professional growth within the department

A few reasons you might love this job:

• You will be part of a supportive management team that values professional development
• You will be able to make a meaningful impact on the team and the organization

A few challenges you might face in this job:

• Managing time-sensitive situations while balancing competing priorities
• Ensuring compliance with evolving policies and regulatory requirements

Competencies Required:

• Decision Making: Choosing optimal courses of action in a timely manner
• Innovative Problem Solving: Identifying and analyzing problems in order to propose new ways to do business
• Displaying Ownership and Accountability: Holding self and others accountable for measurable high-quality, timely, and cost-effective results
• Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity
• Informing: Proactively obtaining and sharing information
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
• Teamwork: Collaborating with others to achieve shared goals
• Visionary Leadership: Taking a long-term view and building a shared vision with others; acting as a catalyst for organizational change
• Project Management: Ensuring that projects are on-time, on budget, and achieve their objectives
• Legal & Regulatory Navigation: Understanding, interpreting, and ensuring compliance with laws and regulations
• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Leveraging Technology: Applying technology for improvements in organizational efficiency and effectiveness.

Essential Duties
Depending upon assignment, duties may include, but are not limited to, the following:

• Plan, organize, coordinate, and participate in a variety of business support functions, including office administration, facilities, fleet, and procurement management, IT, and other services;
• Oversee and direct administrative activities and services for the Administrative Services Division through subordinate staff;
• Participate in the selection, training, motivating, and evaluation of assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; and implement discipline;

• Work collaboratively with other departments and divisions in the development, implementation, and management of WCW initiatives, plans, objectives, policies, procedures, and priorities;

• Plan, prioritize, supervise, review, and participate in the work of staff responsible for purchasing programs, services, and activities, including contract development, compliance and administration, and procurement of goods and services;
• Participate in establishing WCW's procurement and contracting practices; evaluate procedures and internal controls; respond to and implement recommendations; ensure compliance with Federal, State, and local government standards and controls;

• Review and recommend updates of written purchasing policies and procedures; explain and interpret policies and procedures for staff needing to purchase materials, equipment, services, and supplies; ensure compliance with Board-adopted purchasing policies; and work with legal counsel on contractual and procurement policy issues;
• Oversee ongoing monitoring, repair, and preventive maintenance of WCW facilities, fleet, and equipment;
• Oversee and coordinate the work of contractors and consultants hired to provide services on a contractual basis for WCW's facilities, fleet, and IT services;

• Oversee WCW's records management program for compliance with the retention schedule and federal, state, local, and internal rules and regulations;

• Plan and conduct administrative or operational studies; determines information gathering processes; obtains required information for analysis; evaluates alternatives and makes recommendations for changes to senior staff;
• Oversee WCW's surplus property program that may include public auctions, reuse, donations, and e-waste;
• Ensure the delivery of services and continuous improvement in efficiency;
• Lead cross-functional projects related to the business of WCW;
• Serve as a liaison between administrative services and other departments, ensuring effective communication and service alignment with business needs;
• Ensure all business services comply with organizational policies, industry standards, and legal requirements;

• Contribute to the overall quality of the department's service by developing, reviewing, and implementing policies and procedures to meet legal requirements and WCW needs; continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor the distribution of work, support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change;
• Performs other related and relevant duties as required and assigned.

Minimum Qualifications
Any combination of experience and training that demonstrates that a person has obtained the required knowledge and is able to perform the required work (with reasonable

accommodation, if needed) will be considered. A person with the following combined training and experience would typically qualify to compete in a selection process:
Experience: Four (4) years of professional administrative and/or management experience providing administrative oversight, which includes contract administration, administrative analysis, or personnel management; one (1) year of this experience must include lead or supervisory experience.
Education: Possession of a Bachelor's Degree from an accredited college or university with major work in business or public administration or a closely related field.

Desirable Qualifications:
-Experience with Process Improvement
-Experience with Contract Management
Supplemental Information
Applying for this Position:
Applicants interested in the Administrative Services Manager position must apply at by May 5, 2025.

This recruitment requires a cover letter and resume with the application. You must submit a well-crafted cover letter that highlights your qualifications and enthusiasm for the role. A compelling cover letter allows us to see who you are beyond your resume.

Selection Process:

Application Filing and Evaluation: Applicants must complete a supplemental questionnaire at the time of application; applications will be evaluated to determine which candidates will move forward in the next phase of the recruitment process.

Oral Interview: Conducted by a Qualifications Appraisal Panel, which will evaluate candidates in job-related areas.

Tentative Test Dates:
Structured Oral Interview: May 13, 2025
Hiring Interview: June 5, 2025

WCW is not responsible for the failure of internet forms or email transmission in submitting applications. Candidates who may require special assistance in any phase of the application or selection process should advise Human Resources at .

Disaster Service Worker
All West County Wastewater employees are designated Disaster Service Workers through state and local law. Employment with the WCW requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

Equal Employment Opportunity
It is the policy of West County Wastewater to consider all applicants for employment without regard to race, color, religion, sex, national origin, ethnicity, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition, genetic information, military or veteran status, or other protected category under the law.
The District offers a generous variety of benefits for its employees. These benefits include:

District participation in the CalPERS retirement system. "Classic" participants will be enrolled in the 3% @ 60 plan. New participants will be enrolled in the 2% @ 62 plan. Employees must pay the full employee share based on the plan in which they are enrolled.

The District pays up to 100% of the monthly premium for the Kaiser Bay Area plan for the employee's selected coverage level toward health premiums, up to 90% of the monthly premiums for full family dental insurance and 100% of premiums for full family vision insurance.

The District observes 10 holidays a year and Department Managers receive 80 hours of Administrative Leave accrual each calendar year.

Department Directors receive a $250 monthly vehicle allowance, and the Deputy General Manager receive a $300 monthly vehicle allowance.

The starting accrual for vacation is 120 hours (3 work weeks) each year for the first 5 years with a maximum accrual cap of 400 hours. Employees also accrue 40 hours of additional vacation leave at the beginning of each calendar year.

Employees accrue 12 days of sick leave each year with a maximum accrual of 1,000 hours or 125 days.

The District participates in the California SDI program for short-term disability.

The District provides life insurance in an amount equal to 1.5x annual salary up to a maximum of $150,000 in coverage.

The District provides a $2,000 allowance for exempt classifications that may be used as reimbursement for expenditures related to continuing education, safety apparel or eyewear, professional growth, and wellness.
01

The purpose of the questionnaire is to provide applicants the opportunity to elaborate on their experience, education, and training for the position listed and to assist the HR staff in assessing each applicant's qualifications. Your responses to the questionnaire will be used to better understand your relevant experience, education, and training to determine which applicants will be invited to participate in the next step of the recruitment process. Do not answer any of the questions by indicating "see the attached application or see resume."

• Yes
• No

02

Please indicate your highest level of education.

• High School Graduate or GED Equivalent
• Some College or Community College AA/AS
• Bachelor's Degree
• Master's Degree
• Doctorate

03

Do you possess major coursework in:

• Business
• Public Administration
• Closely Related Field
• N/A

04

How many years of full-time or equivalent experience do you possess in professional administrative and/or management experience providing administrative oversight, which includes contract administration, administrative analysis, or personnel management?

• 5 years or more of experience as described
• 4 years or more, but less than 5 years, of experience as described
• 3 years or more, but less than 4 years, of experience as described
• 2 years or more, but less than 3 years, of experience as described
• 1 year or more, but less than 2 years, of experience as described
• Less than 1 year of experience as described
• I do not have any experience as described

05

How many years of full-time, or its equivalent, supervisory experience do you have?

• 2 years or more of experience as described
• 1 year or more, but less than 2 years, of experience as described
• Less than 1 year of experience as described
• I do not have any experience as described

06

Do you possess a valid CA driver's license OR possession of the ability and means to travel on a flexible schedule as needed?

• Yes
• No

07

What experience do you possess in organizational process improvement?
08

What experience do you possess in contract management?
09

In your own words, what qualifies you for the Administrative Services Manager position at West County Wastewater?
10

Did you attach a copy of your cover letter and resume with your application?

• Yes
• No

11

I certify that I meet the announced minimum requirements for this examination and understand that I will be eliminated at any stage in such study if it develops that I do not meet them. I certify that all statements made in this supplemental questionnaire and the application are factual. I agree and understand that misstatements or omissions of material facts will cause forfeiture of my rights to employment with West County Waster Water.

• Yes

Required Question