Administrative Support Supervisor - Confidential City Manager's Offic
Apply online only, visit www.srcity.org/jobs or https://www.governmentjobs.com/careers/srcity/jobs/4518740/administrative-support-supervisor-confidential-city-managers-office?pagetype=jobOpportunitiesJobs
The Position
Bring your executive assistant skills to the City Manager's office and make a difference in our community!Administrative Support Supervisor - Confidential (City Manager's Office) description image
The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.
The Benefits of City Employment
In addition to offering a challenging, rewarding work environment and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of three health plans, a flexible spending program, employer contributions to a Retiree Health Savings plan, and top of the line employer paid vision and dental coverage. More information regarding benefits associated with this position can be found on our Miscellaneous Employee Benefits Page and the Unit 11 Terms and Conditions of Employment Document.
About the Position
This critical position in the City Manager's Office is responsible for performing a variety of confidential and complex secretarial and administrative duties for the City Manager Maraskeshia Smith and managing the office administrative functions and staff. Work also involves responding to public records requests and subpoenas, hosting online meetings and working on special projects. The Administrative Support Supervisor routinely has important contacts with City Council members, the City’s department directors and the public, and deals with highly sensitive information.
Due to the nature of the position and the office, this position is assigned to Unit 11, Mid-Management Confidential (not represented by an employee association or union.)
Our Ideal Candidate
The highly competitive candidate will be a productive, self-motivated team player with strong organizational and time management skills. In addition, the ideal candidate will possess:
Experience providing administrative support to an executive level manager
High-level proficiency in Microsoft Office Suite
A strong customer focused work ethic
Excellent oral and written communication skills
A flexible and collaborative work style
The Selection Process
The first step in the selection process will consist of a review of each applicant's employment application and supplemental questionnaire for minimum qualifications.
Depending on the number and breadth of experience of the of applicants, the next step is anticipated to include a thorough evaluation of training and experience as presented on the applications and responses to supplemental questions. Applicants scoring highest in this process will be invited to online and/or in-person interviews.
Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Responses such as "See Resume" may be cause for disqualification from the process.
For more information about this exciting opportunity, please contact Karen Rodriguez at krodriguez@cpshr.us.
Examples of Duties and Responsibilities
Duties of Administrative Support Supervisor includes, but are not limited to, the following:
Supervise, assign, plan, coordinate and participate in the work of an office support unit;
review work upon completion for conformance to department requirements;
compose routine correspondence not requiring the personal attention of higher-level management;
screen calls and visitors, and answer or refer inquiries as appropriate;
respond to complaints and requests for information;
relieve management of routine personnel, budget, payroll and purchasing duties;
gather and prepare information for routine reports;
initiate and maintain a variety of files and records;
plan, coordinate and supervise work on special projects and programs;
maintain manuals and update resource materials;
manage complex calendars and schedules for one or more managers or department heads, including making and changing routine appointments and arranging conferences and meetings involving numerous attendees;
make travel arrangements as needed;
serve as recording Secretary to a board or commission, including preparing the agenda, notifications, assembling background materials, and recording the minutes of the meeting;
recommend organizational or procedural changes affecting administrative office support activities;
supervise, train and evaluate assigned personnel;
perform related duties as assigned.
Required Qualifications
Knowledge of: Correct English language usage, including spelling, grammar and punctuation; the principles and practices of office management, record keeping, scheduling, and equipment; business correspondence format and content; organization, procedures, and operating details of the City department to which assigned; modern principles of effective supervision, training and performance management and evaluation.
Ability to: Understand the organization and operation of the City and of outside agencies as necessary to carry out assigned responsibilities; communicate effectively, orally and in writing; prioritize work and meet deadlines; use effective interpersonal skills and work cooperatively with other organizational units and individuals; interpret and apply administrative and departmental policies, rules and regulations; supervise, train and evaluate administrative support personnel; type using a computer keyboard (at a net speed per minute required by the department assigned); exercise independent judgment and work independently in the absence of supervision; analyze situations and adopt effective courses of action; compile and maintain complex and extensive records and prepare reports; understand and carry out oral and written directions; plan and coordinate the office support requirements of a number of managers and supervisors.
Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Four (4) years of increasingly responsible office support experience, including some some experience supervising or providing lead direction of others;
Education: Equivalent to completion of the twelfth grade, including and/or supplemented by specialized office procedure course work or training.
License or Certificate: Individuals must be physically capable of operating a motor vehicle safely and possess a valid, Class C, California Drivers License, OR be able to demonstrate the ability to travel on scheduled visits to various locations in the City.
Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.
Additional Information
Working conditions and physical job requirements are available on the online job description.
The City of Santa Rosa - A Wonderful Place to Call Home
A charter city incorporated in 1868, Santa Rosa is the county seat of Sonoma County, one of California's premier wine growing regions, and is the gateway to tourist destinations in the redwoods and on the coast. Santa Rosa is the 26th largest City in the state. It occupies 41 square miles and serves a population of 170,000. The City has a historic preservation program and has environmental diversity.
The City of Santa Rosa provides a full range of services including police and fire protection; construction and maintenance of streets and other infrastructure; water, storm water, and wastewater utilities; housing services through its Housing Authority; economic development; transit; parking; and recreation, parks, and cultural services, including a municipal golf course. The City of Santa Rosa's residents work in a well-balanced mix of management, professional, manufacturing, sales, tourism, transportation, construction, and service jobs. The City also plays an important role in supporting the agriculture and tourism industries of California's north coast.
The City of Santa Rosa is proud to be an equal opportunity workplace.
The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by submitting a Request for Reasonable Accommodation Form within five (5) business days of being noticed that an event requiring accommodation is occurring. You may also contact the Human Resources Department at (707) 543-3060 or jobs@srcity.org.