Listing Summary

Position Summary:

Under the direction of the City Manager, the Administrative Supervisor provides technical and complex administrative support for the City Manager, including coordinating meetings and calendars, facilitating special projects and programs, and providing high level customer service. The Administrative Supervisor performs a wide variety of tasks requiring initiative, independent judgment and working knowledge of City organization and programs. Work entails dealing with confidential and sensitive issues requiring a high degree of discretion. The Administrative Supervisor also serves as a liaison between their applicable department and other departments throughout the City, and other agencies. Provides supervision to other administrative and clerical staff as assigned.

Essential Duties and Responsibilities:

• Independently plan and coordinate department functions and services; provides administrative management of sensitive and confidential issues.
• Anticipate the needs of and manage the day-to-day operations of the department. Communicate with staff, organize appointments, prepare, and respond to questions regarding the department’s general policies and procedures.
• Prepare information necessary for assigned projects, including researching, collecting, analyzing, and compiling data and information; prepare reports and present information to a variety of audiences
• Compose and prepare a variety of correspondence, reports, and other materials. Review documents and communications on behalf of the department for content and accuracy.
• Manage the schedules and calendars of department staff, organize meetings and coordinate department staff attendance at various meetings, events, and conferences. Coordinate travel arrangements.
• Screen and sort incoming mail to the department, determining priority of items for consideration. Prepare appropriate responses or refer to appropriate department and track responses.
• Serve as a liaison between the City and the community, staff, and other agencies; use sound judgment to respond to citizens regarding sensitive issues; take responsibility for decisions, exercise tact, independence and initiative in managing sensitive and confidential matters and situations.
• Facilitate and coordinate communication between the community, city departments and/or City Council. Manage constituent inquiries and concerns; research and analyze relevant constituent issues.
• Provide citywide customer service and assist with administrative problems as they pertain to the department; disseminate information throughout the division and/or City; prepare and distribute reports and memos to other departments, employees and/or the public.
• Maintain and track personnel and departmental data, directories, and files.
• Create, update, and maintain routine and moderately complex spreadsheets, documents, invoices, requisitions, and agreements.
• Prepare budget offers and expense reports for the department.
• Track Boards and Commissions vacancies and end of term dates.
• Supervise, plan, organize and direct the work of assigned staff.

Additional Duties and Responsibilities:

These duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

Minimum Qualifications

• At least 3 years of high-level administrative support experience, including two years of executive level support; or
• Any equivalent combination of education, experience and training that provides the required knowledge, skills, and abilities.
• Public sector experience.
• Valid drivers license

Knowledge, Skills, and Abilities

• City organization and local government structure, practice, and procedures.
• Techniques and methods of project management.
• Highly skilled in providing support at the executive level and in responding to and providing solutions to sensitive and confidential matters.
• Professional standards for business correspondence.
• Advanced knowledge and technical proficiency in a variety of computer programs including Microsoft products such as Word, out, and Google.
• Utilizing software to produce perform analysis, manage data, and develop reporting.
• Strong written and verbal communication skills.
• Providing high level of customer service.
• Principles of supervision, training, and performance evaluation.
• City organization and local government structure, practice, and procedures.
• Techniques and methods of project management.
• Highly skilled in providing support at the executive level and in responding to and providing solutions to sensitive and confidential matters.
• Professional standards for business correspondence.
• Advanced knowledge and technical proficiency in a variety of computer programs including Microsoft products such as Word and Outlook; familiarity with SharePoint, OneNote, Excel, Enterprise Accounting software, and City timekeeping and workforce management systems.
• Utilizing software to produce perform analysis, manage data, and develop reporting.
• Strong written and verbal communication skills.
• Providing high level of customer service.
• Principles of supervision, training, and performance evaluation.