Administrative Manager

Position Introduction:

Responsible for the overall administration and performance of a department or college on behalf of the Director of the United States Postal Service contract to include, but not be limited to, full responsibility for accounting duties, financial analysis, payroll coordination, budget and report preparation, policy development, attendance records for contract staff, and on-call rotation.  

• Manages all financial accounts for the USPS contract.
• Reconciles accounts monthly and creates cost-spending certification reports.
• Monitors and ensures money is spent correctly.
• Set up new vendors and ensure invoices are put on the correct accounts.
• Prepares department budget in collaboration with the Director and College Business Manager.
• Analyzes departmental financial procedures.
• Make recommendations for change and develop a strategy for change.
• May function as the payroll coordinator for the department or assist the payroll time approver by providing support through recording and analysis of time entries through weekly reports.
• Collects time sheets, enters attendance records for contract staff/subcontractors, and tracks leave and billable hours for invoicing backup.
• Responsible for conducting performance observations and instructor qualifying reviews.
• Anticipate staffing needs by analyzing vacancy reports in collaboration with Human Resources Recruiters and the Program Manager. Supports interview, screening, and candidate processing as needed.
• Prepare monthly reports for balanced accounts, verification reports, and management reports.
• Routes to appropriate personnel.
• Contributes to the development of departmental policy by analyzing current procedures, work issues, and current events.
• Maintains policy and procedure manuals and documents the process.
• Plans and coordinates special activities and projects, which include representing the department or college at various meetings, including quarterly, annual, and two-year contract performance review presentations, in collaboration with the Program Director.
• Serves as liaison to coordinate inter-and intra-departmental administrative functions.
• Performs various duties as needed to successfully fulfill the function of the position and supports the administrative functions of the contract staff as required.

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Required Education and Experience:

• Bachelor's degree.
• 24 months experience as a manager in an Accounting, Finance, or Business Office.

Equivalence/Substitution: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 72 months related experience.