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ADMINISTRATIVE SERVICES MANAGER - DEVELOPMENT SERVICES

City of San Marcos, CA

San Marcos, CA

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JOB DETAILS
SALARY
$118,559.71–$164,064.78 Per Year
SKILLS
Administrative Management, Administrative Skills, Analysis Skills, Automation Systems, Budget Management, Budgeting, Business Process Management, Business Processes, Business Services, Business Solutions, Business Support, Communication Skills, Construction, Construction Engineering, Contract Management, Cross-Functional, Customer Relations, Customer Support/Service, Data Analysis, Decision Support, Document Management, ERP (Enterprise Resource Planning), HRIS/HRMS, Health Insurance, Health Maintenance Organization (HMO), Health Plan, Identify Issues, Interpret Regulations, Leadership, Lean Six Sigma, Maintain Compliance, Metrics, Multitasking, Operational Audit, Operational Improvement, Operational Strategy, Operational Support, Operations Management, Operations Planning, Operations Processes, Organizational Skills, People Management, Performance Analysis, Performance Metrics, Policy Development, Preferred Provider Organization (PPO), Problem Solving Skills, Procedure Development, Process Development, Process Improvement, Project/Program Coordination, Project/Program Management, Records Management, Reporting Dashboards, Service Delivery, Staff Training, Standard Operating Procedures (SOP), Team Player, Technical Operations, Workflow Analysis
LOCATION
San Marcos, CA
POSTED
Today
Salary : $118,559.71 - $164,064.78 Annually
Location : San Marcos, CA
Job Type: Full Time
Job Number: 2026 - 35
Department: Development Services
Opening Date: 05/26/2026
Closing Date: Continuous
FLSA: Exempt

SUMMARY DESCRIPTION
The City is seeking an experienced and collaborative leader to serve as Administrative Services Manager within the Development Services Department. This position provides leadership for the department's administrative team and oversees the operational, project coordination, and business support functions.

Working under the direction of the Development Services Director, the Administrative Services Manager will lead administrative operations through process improvement, workflow coordination, operational analysis, and strategic support initiatives. The position plays a key role in enhancing efficiency, consistency, compliance, and customer service across the department.
The ideal candidate will be a strong organizational leader with experience in administrative operations, project management, and business process improvement, along with the ability to build collaborative relationships and support complex, fast-paced technical operations.

Key Responsibilities

This position provides leadership and oversight of departmental administrative operations and staff while supporting the effective delivery of Development Services programs and projects. Responsibilities include managing administrative functions, coordinating operational and project support activities, improving business processes and workflows, monitoring performance and compliance, supporting budget and contract administration, and implementing organizational and technology improvements that enhance efficiency, consistency, and customer service.

Knowledge & Skills
Knowledge of administrative operations, business services, project coordination, workflow analysis, process improvement, and staff supervision. Experience working in a technical construction and engineering environment is highly desired. Skilled in operational planning, records and contract administration, budget tracking, data analysis, performance measurement, policy and procedure development, and the use of modern business systems and office technologies. Strong communication, organizational, and customer service skills are essential.
Abilities
Success in this role requires strong leadership, organizational, and analytical skills within a fast-paced technical environment. The ideal candidate is capable of managing multiple operational priorities and projects while supporting efficient and customer-focused departmental services. This position requires the ability to evaluate workflows and operational challenges, develop practical solutions, and implement process improvements that enhance efficiency, consistency, and service delivery. The role also requires effective communication and collaboration with staff, leadership, and stakeholders, along with the judgment, initiative, and professionalism necessary to support complex departmental operations and organizational goals.

Highly Desirable
  • Lean Six Sigma, or similar process improvement training/certification
  • Experience with ERP, permitting, HRIS, document management, or workflow automation systems
  • Experience developing SOPs, dashboards, KPIs, and service metrics
  • Experience leading cross-functional change efforts

RECRUITMENT TIMELINE:

APPLICATION PERIOD Applications accepted beginning May 26, 2026OPEN UNTIL FILLED First review of applications, June 9, 2026
FIRST ROUND INTERVIEWS
TBDSECOND ROUND INTERVIEWS
TBD
REPRESENTATIVE DUTIES

Please review the following job description for the Administrative Services Manager.
Holidays - The City observes fourteen (14) paid holidays that include eleven (11) specifically designated days and three (3) floating holidays.
Vacation Leave - A new employee will accrue eighty (80) hours of vacation per calendar year for the first two years of service, one hundred, twenty (120) hours for years three through five, one hundred, sixty (160) hours for years six through ten and two hundred (200) hours after eleven years. Vacation accrual begins immediately; however, a new employee is not eligible to take vacation leave until the completion of six (6) months of service with the City.

Sick Leave - A new employee will earn ninety-six (96) hours of sick leave each year.

Bereavement Leave - Employees are eligible to use up to 40 hours of bereavement leave per fiscal year.

Executive Leave - As a "Mid Management Exempt" At Will employee, you will receive sixty (60) hours of Executive Leave per fiscal year. This leave cannot roll over, has no cash value, and any leave not used by June 30th of each year will be lost.

Group Health Insurance Program - A new employee will become a member of one of the City's group health plans (Aetna HMO, Aetna AWH HMO, Aetna PPO, or Kaiser HMO) effective the first day of the month following their date of hire. The City will pay 90% of the health care premium and employees will pick up 10% of the premiums of the plan they select.

Voluntary Dental/Vision Insurance Programs - The City offers two voluntary dental insurance programs, an HMO program and a PPO Program, as well as a voluntary vision insurance program.

Section 125 Flexible Spending Account - All employees are eligible to participate in the City's Section 125 Flexible Spending Account plan administered by Benefit Coordinators Corporation (BCC). This is an IRS-approved plan which enables you to have withheld from your paycheck an amount to cover eligible dependent care, and certain eligible medical expenses without being subject to federal income or social security tax on the income used to pay for these benefits.
Retirement - The City participates in both the Social Security (FICA) and the California Public Employees' Retirement Systems (CalPERS). The City currently contracts with CalPERS for the 2% at 55 benefit formula, Post-Retirement Survivor Allowance, and 3 year average final pay for CLASSIC members and 2% at 62, Post-Retirement Survivor Allowance, and 3 year average final pay for PEPRA (new) members. Employees will contribute 7% or 6.5% towards CalPERS, depending whether a classic or new member.
Retiree Health Savings (RHS) - All employees participate in a Retiree Health Savings plan through the ICMA/MissionSquare Retirement Corporation.
Deferred Compensation Employer Match Program - The City offers a Deferred Compensation Employer Match Program, matching employee contributions up to 2%
Additional Benefits- The City offers additional benefits such as short and long-term disability, group life insurance, accidental death and dismemberment insurance, employee benefit allocation program and workers' compensation insurance.
01

Describe your experience managing administrative or operational functions, including staff supervision, workflow coordination, and service delivery.
02

Provide an example of how you used data, financial information, or performance metrics to improve operations or support decision-making.
03

Describe your leadership in process improvement initiatives you led, including the issue identified, actions taken, and results achieved.
04

Describe a time when you identified a significant inefficiency or breakdown in a business process. How did you evaluate the issue, redesign the process, and implement improvements?
05

This position requires interpreting regulations, policies, and procedural requirements and translating them into operational workflows. Describe your experience doing this and provide a specific example.
06

Please indicate which of the following areas you have professional experience with (check all that apply):
  • Leading business process improvement or workflow redesign initiatives
  • Implementing or optimizing business systems, software, or workflow tools
  • Developing policies, procedures, or standard operating procedures (SOPs)
  • Interpreting regulations, legislation, or procedural requirements
  • Supervising or leading administrative or multidisciplinary teams
  • Managing cross-functional projects involving multiple departments or stakeholders
  • Analyzing operational issues and developing process improvement recommendations
  • Training staff or leading organizational/process change initiatives

Required Question

About the Company

C

City of San Marcos, CA