Are you looking for a New Job or Looking for better opportunities?
We got a New Job Opening for
Full Details :
Company Name : City of Bellingham
Location : City of Bellingham, WA
Position : Public Works Administrative Supervisor
Job Description : Nature of Work
Do you enjoy providing executive assistant level support to your organization’s leadership? Are you a planner and an organizer with attention to detail? Do you love leading and collaborating with diverse teams? The City of Bellingham Public Works Department is now accepting applications for Administrative Supervisor!
The Administrative Supervisor is responsible for managing and directing the administrative support functions of the Public Works Department. Provides administrative support to the Director, Assistant Directors, Superintendents and Managers of the Engineering, Natural Resources and Operations Divisions. Performs complex, sensitive and confidential work including labor relations research and personnel functions for the Public Works Director and Assistant Directors. Participates and provides input on department planning for labor management and collective bargaining. Serves as a member of the Public Works Department management team. Independently manages department administrative staff and collaborates with other departments; has considerable latitude in exercising the use of independent judgement to select proper courses of action. Makes recommendations and decisions about department policy and procedure development and implementation directly related to the administrative support functions of the Public Works Department. Handles a variety of sensitive public information and departmental matters including radio communication among staff during emergency situations. Oversees the department’s customer service functions and coordination of responses to citizen inquiries and requests. Position requires a high degree of professionalism, confidentiality and discretion.
The current full salary range for this position is $6,737/month – $8,162/month. Placement within the range is based on qualifications and professional experience in accordance with City policy. This position is represented by a union.
Closing Date/Time: Fri. 4/15/2022 4:30 PM Pacific Time
ESSENTIAL FUNCTIONS OF THE JOB:
Plans, organizes, directs, and evaluates the administrative functions of the Public Works Department. Provides administrative support to the Director and Assistant Directors of Public Works and management staff. Participates as a member of the Public Works Department management team.
Supervises the work of Department administrative staff, including hiring, training, and evaluation of staff; provides leadership, coaching, and mentoring. Assigns work, develops performance standards, and monitors performance. Makes recommendations and implements employment actions, including discipline with the Assistant Director’s approval.
Prepares responses to routine correspondence, schedules meetings and maintains calendars. Gathers data needed for the preparation of contracts; maintains knowledge of current projects. Prioritizes, delegates, composes and/or edits a variety of materials such as correspondence, reports, legal documents and notices, tables, graphs and charts.
Coordinates Public Works Department selection processes, working closely with the hiring managers as well as with Human Resources. Participates in the selection of new employees and provides initial onboarding and orientation for new staff. Provides or coordinates staff training.
Plans, organizes, evaluates and carries out specific projects that support the implementation of the Public Work Department’s goals and objectives. Directs, coordinates and reviews the workplan for assigned services and projects. Assigns work and monitors work flow; reviews and evaluates work products, methods and procedures; identifies and resolves problems as needed.
Responsible for records management systems of significant importance to the Department and the City. Maintains confidential records for the Department and serves as the department expert on the appropriate release of records and information, including the department’s personnel records. Performs or directs the work of assigned staff to organize, update, maintain, purge and archive databases, files, records and other documents according to guidelines. Performs or directs the collection, research, verification, entry, updating and retrieval of electronic data. Modifies systems and troubleshoots problems as needed.
Responsible for coordinating any short- and long-range planning to develop goals and objectives for the administrative support functions of Public Works Department. Analyzes Department Administrative needs and makes recommendations on new programs and training proposals. Defines goals and objectives and makes recommendations to the Public Works Department Management Team.
Maintains knowledge of all divisions’ projects and schedules and coordinates clerical support as necessary. Oversees clerical staff in the maintenance of correspondence, project, accounting, and other divisional files.
Develops, recommends and implements improvements to office systems and procedures to improve efficiency of operations and service delivery methods.
Responsible for the processing of payroll appointments and related forms, coordinating with the Human Resources Department. Monitors records of hours worked by work study students and temporary employees.
Makes arrangements and processes all documentation for travel, training, conferences and other events; arranges for travel reimbursements per City policy.
Compiles information on budget, work schedules and staffing for use in establishing short and long-range goals, as assigned.
Oversees the customer service functions and coordination of responses to a variety of citizen inquiries and requests, ensures customer service requests are entered into the on-line (Hansen) work order management system and resolved in a timely manner; responds to and resolves difficult or time-sensitive citizen inquiries and complaints, conferring with the appropriate Supervisors as needed.
ADDITIONAL WORK PERFORMED:
Participates in various Public Works Department meetings as a management team member. Records and distributes meeting minutes. Represents divisions on General Office System Team and other inter-departmental improvement teams.
Acts as back up receptionist for the department.
Performs other related work of a similar nature or level.
WORKING ENVIRONMENT:
Works in an office setting with extensive work performed at a computer workstation. Frequently interacts with the public on the telephone and in person, and field crews returning to shops area. Environment includes a normal range of noise and other distractions with low everyday risks working around standard office equipment.
Physical ability to perform the essential functions of the job including:
Frequently operate a computer and read a computer screen or typewritten page;
Frequently communicate verbally;
Move between work sites;
Occasionally transport objects weighing up to twenty-five (25) pounds.
Experience and Training
Three (3) years of progressively responsible administrative experience in an office with high public contact or comparable work experience required.
Two years of supervisory experience required.
Proficient use of computer for word processing applications, data entry, database, office management applications, timekeeping applications, spreadsheet applications and similar computer software is required.
Municipal or other public sector experience preferred.
Associate Degree or comparable vocational training in office management, business administration, public administration or equivalent is strongly preferred.
An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills and ability to successfully perform the essential functions of the job will be considered.
Necessary Special Requirements
Employment contingent upon passing a criminal convictions check and child and adult abuse records check.
All City Employees are expected to follow COVID related mandates and requirements.
All City of Bellingham employees are required to be fully vaccinated against COVID-19 as a condition of employment, per Mayor Seth Fleetwood’s Executive Order 2021-02.
Selection Process
As part of the application process, a cover letter is required.
Within the cover letter, please answer the following questions:
Why is this position appealing to you, and why is it the right step for you in your career?
What experiences and skills would you bring to the Public Works Department?
Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). Provide as much detail as you believe will fully describe your experience and training.
First Round Interviews for the most qualified candidates are tentatively scheduled for week of May 9, 2022. Invitations to participate in the Interview process will be sent via e-mail on or around April 29, 2022.
Second Round In-Person Interviews are scheduled for the week of May 16, 2022.
Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.
This post is listed Under Washington jobs
Disclaimer : Localpublic.in works to publish latest job info only and is no where responsible for any errors. Users must Research on their own before joining any company