Executive Administrative Supervisor - Public Works

Job Overview

The Executive Administrative Supervisor provides complex administrative, analytical and technical assistance to the Public Works Department, Executive team and division managers, which vary widely both in subject matter and level of difficulty. Supervises the Public Works Administrative Support staff, works directly with customers.

Duties

• Enhances the effectiveness of the Public Works Executive Team by providing comprehensive support, managing updates on various ongoing timelines while ensuring all required processes are completed in a thorough and timely manner
• Oversees the implementation and ensures compliance with the City’s procurement policy within the Department and coordinates the execution of legal documents; works closely with Administrative Supervisor and Procurement and Contracting division to adhere to policy
• Oversees the Department’s bi-monthly payroll process by sending correspondence, checking for Department payroll accuracy, and supporting any process improvement efforts throughout the Department related to payroll process.
• Supports the creating, editing and revising efforts for the weekly published City Manager “Week in Review” report for the Public Works Department by collecting information from each division, editing/revising the reports, and sending to appropriate executive staff within the department and City Manager’s Office
• Analyzes and tracks the Administrative division’s annual budget; brings questions, concerns, and requests in regard to divisional budget to Deputy Director of Infrastructure
• Composes, compiles and edits a variety of correspondence, forms, reports and other material to staff throughout Department and outside departments and residents in the City.
• Monitors CORA requests for the department using the City’s JustFOIA system and accurately supplies requestor information, dates, and correspondence to appropriate Public Works staff; uploads provided documents into system in a timely manner; may support gathering the requested data for the requestor
• Oversees department Record management duties including adherence to policies and procedures; while supporting the Record management software system, Laserfiche, in making changes/updates to meta-data, naming conventions, while ensuring all documentation is stored electronically
• Conducts day-to-day, short- and long-range planning for the department and Administrative division by improving quality results through studying, evaluating, and re-designing processes/implementing changes
• Acts as liaison between City departments to provide a central point of communication and support
• Conducts performance evaluations, mentoring and coaching to ensure work performed by the Administrative staff is complete accurate and meets established deadlines
• Facilitates and directly supports all Department gatherings to support Department camaraderie, additionally, supports all City sponsored events (annual City employee appreciation month committee, City employee Holiday party)
• Directly supports and organizes Department community engagement events, which includes ordering giveaway supplies, tracking dates/times and Department support staff to work the department booths throughout these various community events
• Assists with logistics of asset disposal for the department, i.e. payments, etc.
• Performs other duties as assigned

Essential Supervisory Duties

• Plans, prioritizes, assigns, supervises, reviews the work and identifies training opportunities to maximize performance of administrative staff
• Oversees the administration of personnel functions and prepares personnel forms and related documents; supports the tracking of all Personnel Action Forms (PA’s) while routing all evaluation information to appropriate parties for signature.
• Supplies Administrative staff with robust options in professional development opportunities both offered within and outside of the City
• Clearly defines performance expectations by preparing timely evaluations and providing regular feedback, coaching and mentoring staff, promotions, demotions, disciplinary actions and recommending terminations

Minimum Qualifications

Associate’s degree in a related field, three years of administrative experience and two years of supervisory experience is required. Must be proficient with Microsoft Office applications. An equivalent combination of education, training and experience that provides the required knowledge, skills and abilities may be considered.

Job Type: Full-time

Pay: $74,248.00 - $82,498.00 per year

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement

Work Location: In person