Supervisor, Administrative Support

The City of Overland Park has a full-time Supervisor, Administrative Support position available in the Planning & Development Services Department.

SUMMARY:
Plans, directs, supervises, and coordinates the work of the administrative support staff within the Community Services Division and other duties as assigned.

DUTIES AND RESPONSIBILITIES:

Directs the administrative support staff in its support of Code Enforcement Programs, which include the rental licensing program, the interior and exterior property maintenance program, the waste hauler program, and the inspection of special event permits and massage establishment permits. Develops goals, objective, policies and procedures. Provides customer service through the city’s web pages, e.g. keeps web pages updated, issues permits, and takes in complaints through OPcares. Provides department support as requested.

Supervises the administrative support staff. Reviews and approves timesheet entries for payroll. Oversees the fleet management and fixed asset programs. Coordinates and manages the purchase of materials, equipment and supplies which can include obtaining various quotes and bids for office equipment and various other supplies needed by the codes enforcement staff. Reviews and approves expenditures and credit card statements. Monitors Divisional expenses. Assists the Division Manager in the preparation of the Division’s budget. Oversees the preparation of the Community Development agenda.

Provides for the training and development of administrative support staff. Ensures staff works as a team and is well trained in standard operating procedures related to the divisions programs. Ensures staff is well versed in the application and use of various computer software applications (Energov) to process and enter daily work. Conducts performance appraisals, makes recommendations for performance increases and handles disciplinary actions. Reviews applications, interviews prospective employees and selects candidates to fill vacant positions. Identifies staff development and training needs.

Works with Code Compliance Supervisors to improve processes and Standard Operating Procedures (SOP) for all of the various code enforcement programs. Provides appropriate information/reports for the management team when needed. Works closely with the Code Compliance Supervisors to insure that administration processes work in sync with code enforcement. .

Records and tracks key data for the division’s performance measurements. Provides reports and statistical information as requested. Responds to requests for information and other documents submitted under the Kansas Open Records Act. Collects the appropriate data and prepares the annual assessment ordinance.

Participates in emergency management operations for the City, as requested. Carries out and/or performs other duties as assigned.

The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.

The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

Requirements:

High school diploma or equivalent required with additional administrative or college level business courses, or an equivalent combination of education and work experience.

EXPERIENCE:
Five years of increasingly responsible administrative experience (including accounting, bookkeeping, quality control auditing and statistical report analysis). Experienced in the use and application of Microsoft Word and Excel products and/or the Google Suite products.
Experience working in EnerGov software and Crystal Report knowledge is preferred.

SKILLS:
Attention to detail
Ability to perform basic math and accounting skills
Working knowledge of database, desktop publishing, word-processing and spreadsheet software applications
Facilitation skills
Human relations/interpersonal skills
Leadership skills
Project management skills
Supervisory skills
Time management skills
Ability to communicate on the telephone and in person
Good oral and written communication skills

MENTAL REQUIREMENTS:
Ability to read and comprehend City, state and federal regulations
Ability to analyze complex problems and recommend possible solutions
Ability to access situation and use judgment and make independent decisions
Ability to handle multiple tasks
Ability to recognize and protect confidential information
Ability to meet specific time deadlines
Ability to work independently
Ability to train and guide others
Ability to learn and understand PC software applications
Ability to work in a hectic environment with many interruptions
Alpha and numeric recognition

PHYSICAL REQUIREMENTS:
Hand and eye coordination adequate to operate computer, calculator, typewriter, cash register and copy machine
Ability to make and receive phone calls
Visual stamina and acuity
Ability to reach

SUPERVISORY RESPONSIBILITY (Direct & Indirect):
Direct
Customer Service Representatives



The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

No City residency requirement.

Must successfully pass a background check, drug screen, physical exam and essential functions test.

Normal Work Hours: 8:00 a.m.-5:00 p.m., Mon.-Fri.

Salary Range: Grade G $67,158.00 - $90,646.90

Application Deadline: Open until filled

Benefits: Full-time

All applicants must be legally eligible to work in the United States and proof of eligibility must be provided if selected for hire.

EO/M/F/D/V