Manager of Administrative Services 

 Position is open until filled.  Submit resumes attention of Tamara Edwards Director of Finance via email at  [email protected]. Please note that physical copies will NOT be accepted.  

The Manager of Administrative Services reports to the Director of Finance; and under his/her direction plans, organizes, manages and provides oversight for all agency contracts and procurements, as well as oversees all Agency administrative functions including the front desk and LAVTA Board administration. Additionally, provides general administrative support and customer service oversight.                 

Responsibilities and Duties:

Contracts and Procurement 

• Act as Authority’s procurement officer, provide oversight and manage all Authority contracts for contract compliance; 
• Act as the Authority’s DBE Liaison 
• Provide centralized purchasing support services for the Authority, including micro-purchases, purchase orders, and formal Requests for Proposals/Information/Quotes and Invitation for Bids. 
• Oversee records management for all Authority departments; 
• Procure materials, supplies and services for LAVTA’s operations, administration and maintenance departments in the most efficient and cost efficient manner possible; 
• Working with project managers, ensure contractor compliance across all agency contracts, including the Fixed Route Operations and Maintenance contract; 
• Develop programs and methods to monitor contractor operations to ensure that they conform to contract requirements for billing; 
• Prepare all Authority contract documents and update procurement templates on an annual basis; 
• Administer purchasing and inventory programs and policies. 
• Oversee all policies and procedures, updating as necessary 
• Administer all employee benefits 
• Serve as Human Resources Administrator 
• Oversee the recruitment process; 
• Counsel employees and managers on human resources matters; 

Board Administration 

• Ensure compliance with the Brown Act 
• Ensure accuracy of all Board and Committee minutes 
• Maintain Board records and bylaws 
• Support Board members in their duties 

Front Desk Management  

5% Other duties as assigned 

Behavior: The employee shall work well under pressure meeting multiple and sometimes competing deadlines.  The employee shall at all times demonstrate cooperative behavior with colleagues, supervisors, contract service provider, and the public. 

Knowledge, Skills and Abilities Required by Position:  

• Principals of supervision and training; 
• Budgeting, personnel supervision and general office procedures; 
• Laws and regulations applicable to government purchasing transactions; 
• Laws and regulations applicable to governmental agencies; 
• Proficient in Excel, Word, Adobe, Power Point and other computer programs; Ability to communicate effectively, both orally and in writing; 
• Ability to work independently; 
• Strong organizational skills; 
• Ability to recognize business problems, develop alternatives, and implement viable solutions; 
• Strategic and tactical thinking skills. 
• Ability to handle multiple and changing priorities and deadlines. 
• Ability to work effectively with representatives of federal, state and local government agencies, local elected and appointed officials and with the general public. 
   

Knowledge of:

• Public Procurement Policies 
• Federal and State Reporting  
• Federal and private funding sources.
• Federal and State laws, regulations, and requirements pertaining to procurement  
• The Brown Act and Roberts Rules of order. 
  

Organizational Relationships

• Position reports directly to Director of Finance 
• Position supervises Executive Assistant 
• Position coordinates with: 
  • All Authority staff 
  • Contractor staff  
  • Representatives of federal, state, regional, county and city agencies 
  • Local civic groups and businesses 
  • Vendors 
  • The public 

Qualifications:

Education: Bachelor’s degree in an appropriate discipline such as purchasing, business administration, or related field pertinent to position. 

Professional Experience: Three to five experience in public agency contract management or procurement.  Demonstrated ability to read and interpret rules and regulations, collect, interpret and evaluate information, validate conclusions, define and select alternatives. Must have experience working in the public sector.  

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