What are the responsibilities and job description for the Administrative Supervisor - PW position at City of Boise, ID?
Summary Statement
The Public Works Administrative Services team is composed of curious, continuously learning problem-solvers passionate about creating a superb employee experience. The team collaborates seamlessly with other city functions and customers, striving to deliver frictionless processes. They foster a culture of continuous improvement, using data and analytics to inform decisions and enhance performance. With a strong focus on process improvement and effective supervision, they are committed to setting and monitoring goals to ensure teams operate efficiently and consistently. As role models of digital dexterity, they embrace technology, automation and knowledge management. If this sounds like the perfect next step for you, apply to join the team!
City employees enjoy a top-notch zero-premium healthcare option for you and your family. Plus, a retirement plan that provides a lifetime annuity, investment matching, a cash-incentive wellness program, public employee student loan forgiveness, paid parental leave, and more. We’re famous for unparalleled benefits—come see why everyone’s talking!Essential Functions
Performs the full range of duties (with appropriate managerial review), including hiring, evaluating, promoting, and assigning duties; correcting inappropriate actions or behavior through communication and coaching, initiating discipline or termination as needed; and overseeing employees or a group. Performs the tasks of subordinate employees, as needed.
Provides ongoing training and assistance to staff on various internal and administrative workflow systems, technologies and general troubleshooting. Ensures quality control and satisfactory performance of division websites and programs.
Serves as a point of contact for escalated administrative issues and provides timely resolution. Optimizes efficiency and productivity by developing and ensuring adherence to administrative policies, procedures and standards.
Acts as the first point of contact for division leadership. Prepares and distributes official documents and communications for management. Coordinates and schedules complex meetings. Provides department recruiting assistance to include requesting job requisitions and drafting interview questions.
Organizes and monitors official documentation. Researches and investigates solutions to issues and problems. Gathers and develops department-related information to prepare for management meetings. Manages incoming visitors, phone calls and mail. Maintains the office filing system in accordance with standards. Creates and manages documents such as memos, announcements, presentations and other correspondence. Oversees administrative programs supporting internal and external customer services.
Coordinates the department's content management system (CMS) and records management. Provides assistance with cataloging documents. Maintains complex administrative files.
Coordinates and schedules meetings. Organizes the preparations for appropriate facilities needed for meetings. Supports travel arrangements, conference registrations and subscriptions. Responds to inquiries on city, department and division policies and procedures. Reviews and validates p-card data, approves payments and coordinates with division staff on expenditure charges.
Evaluates, monitors and reviews internal operations and procedures to identify potential improvements in overall efficiency. Collaborates with department managers to assess administrative needs and implement solutions to support business objectives and develop a culture of learning and innovation.
Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.
Requirements
Required Knowledge, Experience, And Training
- High school diploma or equivalent and
- 3 years of experience supporting senior level management with advanced administrative and/or
- operational support duties in construction or engineering administration, working in an administrative environment or a related field,
- providing advanced executive support and including experience in a supervisory or lead role, or an
- equivalent combination of education and/or experience.
Knowledge of:
principles, methods and techniques of municipal construction and/or wastewater operations; principles and practices of customer service; conflict management and problem resolution; current principles and practices of administration and office management; effective management and supervision principles and methods; project and team management techniques; organizational and management practices as applied to the evaluation of policies and operational needs; research and reporting techniques, methods and procedures; and computer usage including related software.
Ability to:
prioritize and carry out multiple tasks with little or no direct supervision; exhibit and provide leadership, initiative, problem-solving skills and motivation to employees; identify and implement process improvements; prepare and present reports; maintain confidentiality with sensitive documents or information; establish workload priorities for support staff; analyze, interpret and report research findings and recommendations; resolve customer or citizen complaints in accordance with established policies and regulations; communicate effectively in the English language at a level necessary for efficient job performance; and perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.
Individuals must be capable of operating vehicles safely and have an acceptable driving record.
Preferred Knowledge, Experience, And Training
Bachelor's degree in public administration and 6 years of experience in supporting senior level management with administrative and/or operational support duties in a municipal construction, engineering department, or wastewater operations environment.
Licensing And Other Requirements
Valid state-issued driver’s license.
Special Requirements
Applicants must be able to pass:
City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
Driving Record Check
Working Conditions
The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Efforts
While performing the duties of this job the employee is frequently lifting/carrying up to 10 pounds and occasionally lifting/carrying up to 50 pounds. Also, the employee is always pushing/pulling up to 20 pounds and frequently pushing/pulling up to 35 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, reach and grasp. Position requires hand/finger dexterity.
Working Environment
The work environment will include inside conditions. Employees will also drive a vehicle as part of this position.
