Administrative Staff Supervisor Print (https://www.governmentjobs.com/careers/boiseid/jobs/newprint/4666827) Apply Administrative Staff Supervisor Salary$54,870.40 - $65,145.60 AnnuallyLocation Boise City Hall, IDJob TypeFull Time RegularJob Number23 -06843DepartmentPublic WorksDivisionAccting/Budgeting/ProcurementOpening Date09/20/2024Closing Date10/4/2024 12:00 PM Mountain
Description
Benefits
Questions
Summary StatementMake a bold career move this year: the City of Boise welcomes passionate and talented people who want to share our vision of creating a city for everyone, demonstrate drive toward fulfilling our mission in the community, and embody the values that are so important to our organization. We're looking for an Administrative Supervisor to join our Public Works department.
Assumes responsibility for the administrative support and customer service coordination for division leadership.
Provides overall support for the daily operations of the division under both general and specific delegation from leadership.
Manages, prioritizes and directs all aspects of the division's administrative support team and workload.
Develops and integrates team and/or department business processes and special matters impacting the division.
This position works under limited supervision.
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. Imagine that.
Essential FunctionsPerforms 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.RequirementsRequired 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 TrainingBachelor's degree in public administration and six 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 RequirementsValid state-issued driver’s license.Special RequirementsApplicants 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 RegulationDriving Record CheckWorking ConditionsThe 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 EffortsWhile 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 EnvironmentThe work environment will include inside conditions. Employees will also drive a vehicle as part of this position.Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.Healthcare:
ZERO premium medical coverage option for you and your family
Low-cost dental and vision options.
Post-employment health savings account.
Retirement and Investment Plans:
PERSI retirement benefits
401(k) or 457b pre-tax investment options with employer match.
457b Roth after-tax investment options with no match
WellBeing Program:
Up to $500 cash per year for participants.
Alternative transportation incentives.
Paid Leave – City employees receive generous paid leave:
10 hours of vacation per month, and this increases the longer you stay with the City
12 paid holidays every year
8 hours of sick leave per month
10 weeks Parental Leave
Life & Long Term Disability:
Basic Life insurance at no cost to you
Long Term Disability insurance at no cost to you
Other optional benefits:
Pre-tax Flexible Spending Accounts
Supplemental Life Insurance
Supplemental Disability Insurance
Tuition reimbursement
Free local bus pass
Corporate discount programs
AFLAC
Employee Assistance Program for short-term counseling on work, family, finances, and personal issues.
Please visit our website for further details mybenefits.cityofboise.org