Administrative Support Supervisor - Public Works

City of Corvallis•City of Corvallis, OR

About The Position

The Administrative Support Supervisor plans, directs, and supervises the Public Works administrative support group. Functional areas include personnel and contract management, payroll processes, public records requests, web page maintenance, reception, and customer service. The position also performs advanced administrative and technical support functions, works independently within broad guidelines, and makes decisions concerning administrative processes, budgets, public interactions, and research methods. This is a full-time, non-represented Management Exempt position with a 12-month probationary period. The supervisor manages administrative support operations and staff, supports department business and recruitment activities, oversees records and contracts, coordinates purchasing and projects, and advises the Internal Services Division Manager. The role includes safety and emergency-response duties, including responding to emergency calls during and after business hours and being able to respond on site within 60 minutes. The position requires a valid driver’s license or the ability to obtain and maintain one, and the ability to pass a pre-employment background and/or criminal history check.

Requirements

Associate degree in Business Administration, Accounting, or a related field and at least seven years of professional experience implementing or managing an administrative office; or a bachelor’s degree in Business Administration, Finance, Accounting, or a related field and at least three years of such experience; or an equivalent combination of nine years of post-secondary education, experience, and/or training qualifying the incumbent to perform the essential functions.
At least three years of work experience in an increasingly responsible supervisory or leadership capacity.
Training and/or experience in contract management, administrative systems, and/or records management.
Possession of, or ability to obtain and maintain, a valid driver’s license.
Knowledge of applicable local, state, and federal regulatory requirements; supervision and human-resource practices; budgeting and record-keeping; email, spreadsheet, and word-processing software; cash handling; computer hardware and networking; traffic laws; and defensive driving.
Strong analytical, leadership, organizational, interpersonal, written communication, and oral communication skills.
Ability to interpret and apply regulations; work under time constraints and manage changing situations; perform multiple tasks; evaluate and motivate staff; plan, assign, and supervise subordinate work; prepare and present comprehensive reports on complex issues to nontechnical audiences; exercise judgment and solve problems; prioritize support activities cost-effectively; maintain coworker relationships and effective labor relations; protect confidential information; organize tasks and priorities; and use a multi-line phone system, computer and database software, copy and fax machines, calculator, and related equipment.
Must not pose a direct threat to the health or safety of the individual or others in the workplace.
Demonstrable commitment to sustainability and to promoting and enhancing diversity, equity, and inclusion.
Ability to pass a pre-employment background and/or criminal history check.
Qualified applicants must submit a completed online application and resume; a resume is not accepted in lieu of a completed application.

Nice To Haves

Experience working in the public sector or a government agency.
Applicants are encouraged to include a cover letter.

Responsibilities

Plan, direct, monitor, and evaluate services provided by Public Works administrative support staff; schedule work and supervise daily activities.
Develop goals, objectives, policies, and work plans for administrative processes, and monitor workflows and performance measures.
Develop customer service expectations and oversee related training and procedures.
Manage administrative systems and historical records, including quality control, data consistency, confidential-file tracking and destruction, and compliance with Public Records law and other legal requirements.
Facilitate Public Records Requests for the department.
Support business operations with budget-related tasks, reports, data entry, and quality assurance.
Coordinate casual recruitment and support management with regular-position recruitment; prepare and monitor recruitment documents for compliance with City policies and procedures.
Assist with training new supervisors and managers in recruitment; complete casual staff new-hire paperwork and orientation; track casual and volunteer hours.
Direct administrative components of the department contracting process, monitor contract termination timeframes and regulatory compliance, and maintain service contracts within the area of responsibility.
Coordinate with Central Administrative Services on City Council packet information and respond to requests by referring them to appropriate staff.
Review reports, advisory board minutes, and other department documents for format, grammar, and content accuracy; assist with or compose policies, procedures, resolutions, ordinances, and public-facing written materials.
Respond to community complaints about work-group services, initiate action, communicate results, and ensure staff actions are complete.
Perform liaison functions with other City departments; organize, implement, and manage department-wide activities; attend meetings and serve on City committees and task teams.
Oversee the creation, maintenance, and updating of department web pages.
Maintain knowledge of and support compliance with applicable programs and regulations, including BOLI, FMLA/OFLA, OSHA, ADA, DMV, and FMCSA.
Monitor and coordinate purchasing of materials, equipment, and supplies in accordance with purchasing policies and budget constraints; conduct cost analyses of purchasing alternatives.
Coordinate or participate in projects, develop information resources and historical reference files, participate in division planning, and provide technical and operational input on administrative service improvements.
Provide consultation, technical advice, and support to the Internal Services Division Manager; coordinate activities with other supervisors, managers, and work groups.
Maintain NIMS training and expertise; mobilize staff and resources for emergency response, respond to emergency calls during and after business hours, and coordinate response activities. Must be able to respond on site within 60 minutes.
Manage and evaluate work-group safety, training, and security policies and procedures; investigate accidents and claims, implement modifications, conduct staff safety meetings, and ensure required safety inspections.
Perform related administrative duties, including duties of positions reporting to the supervisor when necessary, and safely and legally operate and drive a motor vehicle.
Participate in the City’s Emergency Management program and respond as directed during unforeseen events, inclement weather, emergencies, or declared States of Emergency.
Act ethically, maintain effective work relationships, follow safety and City policies, provide excellent customer service to diverse audiences, and maintain punctuality and regular attendance.
Supervise assigned staff, including selection, coaching, training, employee and labor relations, performance evaluation, succession planning, discipline, and termination.
Communicate staff goals and performance expectations, counsel employees as appropriate, and support employee engagement.
Develop, manage, and monitor assigned budgets; establish financial measures and use financial data to inform business decisions.
Promote and supervise a safe work environment and ensure staff compliance with applicable health and safety guidelines and regulations.
Represent the City promptly, professionally, courteously, and respectfully when interacting with the public, community members, employees, and others.