Administrative Support Supervisor - Public Works

The goal of the Public Works Department is to support and enhance the quality of life for community members by delivering responsive and efficient services to all neighborhoods and to maintain reliable and cost-effective public works facilities and systems in a manner that emphasizes customer satisfaction and good stewardship of natural, fiscal, and staff resources.

The Administrative Support Supervisor plans, directs and supervises the Public Works administrative support group.

Functional area

s include personnel management, contract management, payroll processes, department public records requests, web page maintenance, reception and customer service. The position performs a variety of advanced administrative and technical support functions for Public Works. Responsible for working independently within broad guidelines and has decision-making responsibility on administrative processes and budget, interactions with the public, and research methods.

Full-Time, non-represented

Management Exempt position

12-month probationary period

Must meet all qualifications and requirements as listed in the position description.

Duties include, but are not limited to the following:

• Plan, direct and monitor services provided by Public Works administrative support staff. Schedule work and supervise daily activities to ensure timely completion of tasks. Develop goals, objectives, policies and work plans for administrative processes; monitor policies, workflow processes and procedures to achieve work group objectives and performance measures. Utilize staff efficiently and effectively to cover operations.
• Evaluate effectiveness of administrative support services and programs and recommend improvements and modifications. Research technology developments and formulate strategies to meet operational requirements. Develop customer service expectations and oversee training and implementation of procedures.
• Manage all administrative systems, including filing of historical records ensuring quality control and data consistency, tracking and destruction of confidential files consistent with Public Records law and all legal requirements. Facilitate Public Record Requests for the department.
• Provide assistance to business operations as needed, including supporting budget-related tasks, running reports, data entry, and quality assurance activities.
• Coordinate the department’s casual recruitment process and provide support to management throughout the recruitment process for regular positions. Prepare and monitor the completion of recruitment documents, ensuring compliance with department and City policies and procedures. Assist with training new supervisors and managers in the recruitment process. Complete new hire paperwork and components of department orientation for casual staff. Track casual and volunteer hours for compliance with City policies.
• Direct staff in the administrative components of the department contracting process, including monitoring contract termination time frames and compliance with State regulations, such as BOLI.
• Coordinate with Central Administrative Services on the preparation of information for City Council packets, respond promptly to their requests ensuring they are referred to appropriate staff. Review staff reports, monthly and quarterly reports, advisory board minutes, and other department documents for format, grammar, and content accuracy.
• Assist with, review and compose policies, procedures, resolutions and ordinances. Design, create, compose, and/or review official written materials that will be sent or provided to the general public. Respond to community member complaints regarding work group services by initiating action and conveying results to community members and ensure that actions taken by administrative support staff are complete.
• Perform liaison functions with other City departments.
• Organize, implement and manage department-wide activities.
• Oversee the creation, maintenance and update of department web pages.
• Maintain knowledge base to communicate, administer and ensure compliance with applicable State and federal programs and regulations including BOLI, FMLA/OFLA, OSHA, ADA, DMV, FMCSA and all other applicable rules and laws.
• Monitor and coordinate purchasing of materials, equipment, and supplies to comply with purchasing policy guidelines and to remain within established budgetary constraints. Coordinate and/or participate in projects related to area of responsibility.…