Manager of Administration

About the role

The Manager of Administration oversees the business office and administration, staffing, supply/inventory control, and financial and budgetary functions of the Allegheny County Jail. This role reports to the Deputy Warden of Administration and supervises all subordinates.

Responsibilities

• Manages the Administrative/Business Office and facility resources, including staff, equipment, and supplies.
• Develops, implements, and evaluates staffing, maintains fiscal responsibility, and understands operational needs in collaboration with Allegheny County Jail Leadership, Budget Office, Human Resources, and County Administration.
• Collaborates with the County Human Resources Department, ensuring compliance with legal requirements, federal, state, and local laws affecting human resources functions, policies, procedures, practices, and reporting.
• Develops and implements workflow processes to improve the overall operations and functionalities of the finance and business functions of the departments.
• Oversees Payroll staff in the resolution of employee and labor relations issues and concerns in consultation with County Human Resources and Law department.
• Completes special projects by organizing and coordinating information, maintaining required documentation, and monitoring expected outcomes.
• Assists with financial objectives by anticipating requirements, submitting information for budget preparation, scheduling expenditures, monitoring costs, and analyzing variances.
• Conducts and completes CQI analysis, in collaboration with department heads, directors, and leadership, to identify opportunities for fiscal improvement.
• Oversees, reviews, and revises selection and hiring processes as necessary; provides training and procedural guidance to department heads/hiring managers and assists in the onboarding process of new employees.
• Contributes operations information and recommendations to strategic plans and reviews; prepares and completes action plans; implements productivity, quality, and customer-service standards.
• Analyzes process workflow, implements changes, resolves problems, completes internal audits, and identifies trends of concern related to financial, personnel, or administrative matters.
• Works with the Law Department and appropriate parties in response to complaints and inquiries filed through external agencies (e.g., EEOC, PHRC, Unemployment Office, etc.).
• Interacts regularly with the payroll department regarding time and compensation issues and ensures compliance with all federal, state, and local laws, rules, and regulations regarding wages, hours worked; ensures payments are made in accordance with appropriate labor contracts.
• Provides training for job duties or functions to other support staff.
• Maintains confidentiality.
• Analyzes and interprets Federal, state, and local laws, rules, and regulations relevant to the work.

Requirements

• Bachelor’s degree in Human Resources Management, Public Administration, Business Administration/Management, or related field AND five (5) years of experience in the oversight of financial, personnel, and administrative functions.
• Three (3) years of staff supervision and/or staff management is required.

Qualifications

• Knowledge of best practices in supervision and management.
• Fiscal Management and budgetary processes.
• Principles and practices of human resources administration, including applicable federal, state, and local laws, regulations, and rules (FLSA, FMLA, relevant collective bargaining agreement provisions, etc.)
• General staffing needs of a correctional facility.
• Principles and practices of conflict management, business negotiation, organization, and decision making.
• Microsoft Office products.
• HCM/HRIS software & systems a plus.

Skills

• Effectively supervise and direct professional, technical, and support personnel.
• Provide relentless follow-up when resolving problems and issues arising during the day-to-day operations of the jail.
• Serve as a knowledgeable resource to the organization’s management team that provides leadership and direction.
• Utilize appropriate computer programs and applications proficiently in the accomplishment of the work (JDE, Microsoft Office Suite, OnBase, scheduling/software programs, etc.)
• Develop reports and provide updates to Jail Administrators.
• Develop training for computer-based and in-person training opportunities.
• Communicate effectively, both orally and in writing, on an interdisciplinary team.
• Make independent decisions when circumstances warrant.
• Establish and maintain effective working relationships with subordinates, co-workers, public officials, outside agencies, and the general public.
• Exercise tact, independent decision-making skills, analytical reasoning ability, and good judgment in dealing with complex and/or difficult situations.
• Practice a high level of confidentiality.
• Analyze and interpret Federal, state, and local laws, rules, and regulations relevant to the work.

Benefits

Not specified.

Pay

$95,000- $98,000 per year

Schedule

Not specified.