Administrative Services Supervisor

What you'd lead: A team of Professional Administrative Assistants — hiring, training, coaching, and helping each of them grow Budget support for the Public Works operating and capital improvement programs Procurement coordination for acquiring goods, processing contracts and professional services agreements Records management for the department, under Oregon Public Records Law Council agenda packets, staff reports, minutes, and the follow-through that comes after Public notices, and outreach for Public Works projects

We'd love to hear from you if: You enjoy leading and developing people You've worked in or around local government, records retention and deadlines are familiar ground You write clearly and can turn complicated information into something people can act on You handle sensitive and confidential information with care You like finding better ways of doing things You bring a steady, welcoming presence when several people need your help at once

You are required to include both a resume and a cover letter. Your cover letter must include an example of a team you have supported and something you helped improve, streamline, or make more effective. Applications that do not include both a resume and cover letter will be considered incomplete and will be disqualified.

Benefits include:

• Excellent medical, vision and dental benefit package for the employee and qualified family members with low monthly out-of-pocket cost. Employee-paid premium is approximately $59 per month for employee-only coverage up to a maximum of $170 per month for family coverage.  
• City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $2,000 for employee-only and $4,000 for employee plus dependent(s).
• Paid time off including:
  • 17 hours of vacation leave per month, with progressive increases based on years of service
  • 8 hours of sick leave per month
  • 10 paid holidays per year
  • No waiting period to use vacation and/or sick leave accruals.
• Excellent retirement benefits including: 
  • City-paid participation in the Oregon Public Employee Retirement System (OPSRP and City pays 6% IAP contribution) 
  • City-paid 2.5% contribution into pre-tax deferred compensation plan 
• In addition, other benefits such as job-related college tuition and book reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and childcare expenses.

To learn more about our organization, our community, and our benefits, click here.  

Position Summary

Plans, organizes, supervises, and coordinates the administrative support functions of assigned City department(s). Supervises administrative support staff and oversees routine and complex administrative processes; serves as a resource for administrative practices and procedures; identifies opportunities to improve administrative systems, efficiencies, and service delivery; coordinates records management, document preparation, meeting and public process support, and other operational administrative activities; and provides administrative support to department leadership in the effective delivery of services. Performs related duties as assigned.

The following duties represent the primary responsibilities of the position and are intended to describe the general nature and level of work performed. This list is not intended to be an exhaustive list of all duties, responsibilities, or assignments that may be required. Employees may be assigned additional duties that are similar, related to, or a logical assignment for the classification.

• Administrative Supervision and Staff Development – Plans, organizes, supervises, and evaluates the department's administrative support function through the supervision of assigned employees; establishes work priorities, performance expectations, and work standards; provides coaching, mentoring, training, and technical guidance; promotes teamwork, accountability, and professional development; and ensures consistent, responsive, and customer-focused administrative services.
• Administrative Operations – Coordinates and manages the day-to-day administrative functions of assigned department(s); organizes administrative workflows; monitors workload, deadlines, and service levels; establishes and maintains administrative procedures; and ensures administrative activities are completed accurately, efficiently, and in accordance with established requirements.
• Administrative Systems and Process Improvement – Serves as a resource for department administrative practices and procedures; evaluates administrative processes; identifies opportunities to improve efficiency, consistency, and customer service; recommends and implements administrative process improvements; develops standardized administrative workflows, tools, and procedures; and promotes the effective use of technology to support department operations.
• Document Preparation and Official Records – Prepares, reviews, edits, formats, and oversees the preparation of correspondence, reports, memoranda, agendas, minutes, legal notices, policies, procedures, and other official documents; assists department leadership in drafting, reviewing, and processing resolutions, ordinances, and other legislative or administrative documents; and ensures documents are accurate, complete, properly formatted, and compliant with established requirements.
• Meeting and Public Process Coordination – Coordinates and oversees administrative support for City meetings, boards, commissions, committees, public hearings, and other official proceedings; assigns and reviews the work of staff responsible for preparing agendas, packets, notices, minutes, and related materials; ensures compliance with applicable notice requirements and recordkeeping standards; and provides direct support for meetings and public processes, as assigned.
• Records Management – Serves as custodian of assigned department records; establishes and maintains organized filing systems, indexes, and document management practices; ensures records are accurately maintained, accessible, and retained in accordance with applicable laws, records retention requirements, and City procedures.
• Administrative Coordination – Collaborates with other City departments, outside agencies, contractors, vendors, and other stakeholders to support department operations and ensure the effective delivery of administrative services.
• Data Management and Reporting – Uses word processing, spreadsheet, database, presentation, records management, and other software applications to compile, organize, analyze, and present information; prepares reports, schedules, worksheets, correspondence, and other administrative materials.
• Customer Service and Public Communication – Provides professional and courteous service to employees, elected and appointed officials, community members, contractors, and other stakeholders; responds to inquiries and resolves administrative issues within assigned authority; and provides information regarding department processes, procedures, and services.
• Department Program and Project Support – Provides administrative support for department programs, projects, initiatives, and special assignments; coordinates schedules, materials, communications, documentation, and other administrative requirements; monitors progress of assigned administrative activities; and assists department leadership in achieving operational objectives.
• Administrative Tools and Process Support – Serves as a resource for administrative practices, systems, and tools that support efficient department operations; proactively identifies opportunities to improve administrative workflows, organization, and service delivery; assists staff in developing and maintaining administrative tracking tools, workflow processes, project management systems, and other organizational resources; and promotes the effective use of administrative technology and best practices.

Organizational Responsibilities

Employees are expected to contribute to the effective operation of the City by providing high-quality service; supporting a culture of collaboration, accountability, professionalism, and continuous improvement; and demonstrating leadership from any seat through taking ownership of one’s work, demonstrating initiative, identifying opportunities for improvement, contributing solutions, supporting colleagues, and acting in alignment with the City’s Mission, Vision, Values, and organizational priorities regardless of position or title.

Employees are responsible for complying with applicable laws, regulations, City policies, procedures, and ethical standards; appropriately protecting confidential, private, and sensitive information while supporting the City’s commitment to transparency and public accountability; exercising sound judgment; using City resources, equipment, technology, and information responsibly, safely, and efficiently; maintaining regular and reliable attendance and arriving prepared and on time for work, meetings, training, and other work-related functions; demonstrating professional conduct and appearance consistent with City expectations and the requirements of the position; operating vehicles, when applicable to the position, safely and responsibly and in accordance with applicable laws, policies, and procedures; following reasonable direction and completing assigned work in accordance with established expectations and deadlines; adapting to changing priorities; supporting organizational initiatives; and contributing to a respectful and inclusive work environment.

Reports to:  Public Works Director

Review of Work/ Supervision Received:  Works under the general guidance and direction of the assigned department director. Assignments are received with general objectives, established priorities, and applicable policies and procedures. The incumbent exercises considerable independent judgment in planning, organizing, supervising, and coordinating administrative operations; establishing work priorities; interpreting administrative procedures; resolving administrative issues; recommending and implementing process improvements; and determining appropriate methods to accomplish assigned responsibilities. Work is reviewed through conferences, reports, observations, and results achieved for effectiveness, accuracy, completeness, compliance with established requirements, and achievement of departmental objectives.

Supervision Exercised:  This is a supervisory position. The incumbent is responsible for planning, assigning, supervising, and reviewing the work of assigned employees; establishing work priorities, performance expectations, and work standards; providing coaching, mentoring, training, and technical guidance; monitoring work quality and productivity; conducting performance evaluations; responding to employee concerns and formal grievances; and making or effectively recommending hiring, promotion, transfer, disciplinary, and termination decisions in accordance with City policies and applicable collective bargaining agreements.

The qualifications described below are representative of those required to successfully perform the essential functions of this position. Equivalent combinations of education, experience, knowledge, skills, abilities, licenses, and certifications that provide the required competencies may be considered, unless otherwise required by law.

Education and Experience

An associate degree in business administration, public administration, office administration, management, or a closely related field and six (6) years of progressively responsible administrative experience, including at least two (2) years of supervisory experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Experience working in municipal government or another public sector organization is preferred.

Licenses and Certifications

• Possession of, or ability to obtain, a valid Oregon driver license and driving record meeting the City's driving standards.

Additional Requirements

• May be required to work occasional evenings to support City Council meetings, boards, commissions, committees, public hearings, or other official meetings.
• May be assigned responsibilities under the City's emergency management program.

Knowledge, Skills, and Abilities

Knowledge of:   Modern principles and practices of supervision, employee development, and performance management; administrative office management; workflow development and process improvement; records management principles and practices; public meeting administration; document preparation and control practices; business English, grammar, spelling, composition, and proofreading; customer service principles; office technology and business software applications; project coordination; applicable federal, state, and local laws, regulations, policies, and procedures related to assigned responsibilities; and principles of confidentiality and information management.

Skill in:  Planning, organizing, supervising, and evaluating the work of assigned employees; coordinating administrative operations and office procedures; preparing accurate and professional correspondence, reports, legal notices, meeting materials, and official documents; organizing and maintaining records and information systems; operating computers and related office technology; using word processing, spreadsheet, presentation, database, records management, document management, project management, and other business software applications; developing and maintaining administrative tracking tools and workflows; identifying opportunities for process improvement; coordinating multiple priorities and deadlines; researching, compiling, and presenting information; exercising attention to detail; and providing exceptional customer service.

Ability to:   Plan, organize, supervise, and evaluate assigned staff; establish priorities and effectively manage multiple assignments; exercise sound judgment and discretion in interpreting policies and resolving administrative issues; analyze administrative processes and implement improvements; communicate effectively verbally and in writing; prepare clear, accurate, and professional documents; establish and maintain effective working relationships with employees, elected and appointed officials, community members, contractors, vendors, and external partners; effectively utilize technology and adapt to changing priorities; maintain confidentiality; and perform work with professionalism, accountability, and integrity.

Working Conditions

The work environment, physical demands, and equipment and technology described below are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Environment

Work is primarily performed in an office environment with moderate noise levels and frequent interruptions typical of a busy public service office. The position requires regular interaction with employees, elected and appointed officials, contractors, consultants, and members of the public. Occasional attendance at meetings, training sessions, conferences, or other City-related events is required.

Travel is not a regular function of this classification except for meetings, training, activities at other City facilities, or other business-related travel as necessary.

When approved and consistent with City policy, occasional remote work may be performed. Employees approved for remote work are responsible for maintaining a work environment that is safe, secure, ergonomically appropriate, and conducive to productive work. The remote work environment must comply with applicable City policies, including information security, confidentiality, and workplace safety requirements.

Physical Demands

The physical demands described herein represent those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

The work is light work requiring occasional exertion of up to 20 pounds of force and/or up to 10 pounds of force to move objects. The position requires the ability to sit, stand, walk, reach, bend, stoop, grasp, handle, finger, and perform repetitive motions associated with keyboarding and operation of office equipment. The position requires sufficient visual acuity to read documents, review records, and operate standard office equipment; hearing and speaking ability to communicate effectively; and mental acuity to analyze information, supervise staff, exercise judgment, organize work, and make decisions.

Equipment & Technology

In the performance of job duties, the employee may use standard office equipment, including computers, printers, scanners, copy machines, multi-line telephones, calculators, presentation equipment, video conferencing equipment, and other related office equipment. The employee uses computer applications and information systems including word processing, spreadsheet, presentation, database, records management, document management, project management, workflow tracking, enterprise business systems, and other administrative software applications.

Employees are expected to effectively utilize equipment, software, and technology applicable to their assigned duties, including emerging technologies approved by the City, in accordance with applicable laws, City policies, procedures, information security standards, and confidentiality requirements.