Administrative Supervisor

City of Aurora•Aurora, CO

6d•Onsite

About The Position

The Administrative Supervisor and Executive Specialist manage a team of administrative staff that supports 20-25 Attorneys who provide legal services to the City Council, City Management, and the various City departments. This person will act as the Executive Specialist for the City Attorney and Chief Deputy. He/she will also manage, monitor, and enhance the office workflow as well as supervise and manage the rest of the administrative staff. He/she will be the primary contact for vendors, external partners and agencies, and other City departments. He/she must possess high attention to detail and be able to effectively work in a legal office environment that has a high volume of work.

Requirements

Associate degree in business administration or related field
Five (5) years of administrative support experience
Lead or supervisory experience preferred
Knowledge of Business English and math
General knowledge of personal computers and related word processing software applications
Broad knowledge of the organization and focused on productivity and innovation
Use of personal computers and related word processing software applications
Accurately and efficiently processes information using a keyboard
Strong interpersonal, analytical and organizational skills
Establish and maintain effective working relationships with employees and citizens.
Communicate effectively both verbally and in writing
Handle stressful situations with tact and diplomacy
Ability to work well under pressure and meet deadlines with little supervision
Ability to effectively communicate and collaborate with different departments, divisions, and both up and down the chain of command
Valid Colorado driver's license with a good driving record
Notary Public

Responsibilities

Personally provides all aspects of needed administrative support for the City Attorney and the Chief Deputy City Attorney
Manages administrative support staff, conducts performance evaluations, coordinates training, implements hiring, discipline, and termination procedures
Provides direction and support for office-level goals and recommends and implements best practices in the office to ensure the highest quality services
Prepares, administers, and tracks budgets and expenditures, while monitoring project timelines and budgets
Serves as key contact for vendors, external partners/agencies, and other City departments, including high-level or confidential correspondence
Plans, implements, and oversees administrative support services to maintain and improve the efficiency of legal office workers
Helps maintain computers, legal electronic case management, and e-discovery systems by evaluating and reporting issues to software technicians
Prepares, reviews, proofs, and processes a variety of departmental documents and reports
Prepares regulatory and other department reports
Oversees staffing of special projects
Functions as the department’s timekeeper and payroll administrator as needed
Approves leave for employees in Workday and ensures staff submit their work time entries weekly for payroll processing
Assesses workflows to ensure work is distributed evenly among team members
Makes decisions as to the interpretation of City policies and procedures
Updates support staff office procedure and training manuals
Composes and types high-level and/or confidential correspondence
Processes all necessary paperwork for hires and terminations and adds/removes access for ID badges and office databases as needed
Provides administrative support services to the City Attorney and Chief Deputy
Performs additional duties as assigned.

Benefits

Competitive total compensation package
Well-Funded General Employees Retirement Plan
On-site fitness center and overall employee well-being programs
Internal educational programs to assist with career advancement
Competitive total compensation package
Rich benefits package with low employee costs
Generous paid-time-off program (Vacation, Sick and Personal leaves)
Retirement pension plan
Rewarding public sector work impacting a large and diverse community
Growing city and employee population
Expansive perk benefits such as free Recreation Center Membership, wellness programs, tuition assistance, career advancement, performance bonus programs, etc.
On-site fitness center and wellness programs
Remote work opportunities