Administrative Supervisor

Minimum Qualifications

• Graduation with a Bachelor’s degree from an accredited four (4) year college or university with major coursework in Business, Public Administration or in a field related to the job, plus four (4) years of professional experience in staff support functions such as personnel, purchasing, or finance, (2) two years of which were in a lead or supervisory capacity.
• Master’s Degree may substitute for required experience up to a maximum of two (2) years.
• Experience or education may substitute up to the maximum of four (4) years.

Licenses or Certifications:

• None.

Notes to Applicants

DEPARTMENT OVERVIEW :
Please learn more about our department and how we serve our community: What does the Watershed Protection Department do?
POSITION OVERVIEW :
The Watershed Protection Department ( WPD ) is seeking to hire an Administrative Supervisor who will be responsible for managing administrative professionals (6 in total) responsible for providing support services to multiple branches of the department: Planning, Monitoring, and Compliance, Project Design and Delivery, Support Services and Office of the Director. Each branch of the department has multiple divisions. There are about 14 divisions within these branches. This position is housed within the Administrative Services Division.

This position will oversee the coordination of daily administrative operational activities to ensure efficient, effective, and consistent support is administered equitably to multiple divisions of the department.

Furthermore, this position will be responsible for:
1) Conducting regular team meetings with administrative staff to engage with direct reports, ensuring that the team is aligned, strengthening relationships and building team cohesion, sharing information, and encouraging discussion to exchange feedback about tasks/ideas.

2) Ensure administrative team is providing quality support services to internal and external customers.

3) Developing program goals & objectives, Standard Operating Procedures, and identifying resource requirements.

4) Communicating often with department management staff to assess administrative needs. Furthermore, will also communicate important and/or deadline driven information to division leadership to meet departmental deadlines.

5) Developing and managing operating budgets.

CRIMINAL BACKGROUND INVESTIGATION :
This position requires a Criminal Background Investigation.

ASSESSMENT :
The candidate selected to interview is subject to pre-employment screening assessments to evaluate skill levels and competencies required for this position.

EDUCATION :
Verification of education will be conducted on the top candidate.

BENEFITS :
Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, career development opportunities and more. Please click here for more information.

TRAVEL :

If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

PHYSICAL REQUIREMENTS :
Will occasionally be required to carry, lift, push, and pull up to 50 lbs. (e.g., record boxes, paper boxes, etc.)

ABOUT YOUR EMPLOYMENT APPLICATION (Please read carefully):
When completing the City of Austin Employment Application:

• Include details on the application or prior or current work history with the City of Austin.
• A resume and cover letter is required. It does not substitute for a complete employment application.
• A detailed and complete employment application will help us better evaluate your qualifications and will be used to determine salary if you are selected for this position.
• Include details on the application of any previous employment that you wish to be considered as part of your qualifications and relevant experience. Provide each job title and employment dates for all jobs on the application. Your work history should include duties you performed. “See Resume” is not acceptable and your application will be considered incomplete.
• Work history must include the month and year of employment and whether it was full or part-time work.
• Any relevant work history on the resume must also be reflected in the employment application in order to be considered.

Pay Range
$26.61 - $31.87

Hours
8:00 a.m. to 5:00 p.m.
Monday - Friday with the ability for a 60% telework schedule per week after initial training period. Exceptions may apply subject to the business needs of the department.

May require working outside of normal business hours, including emergency events, evenings, weekends, and holidays as dictated by business needs.
Job Close Date 12/16/2024 Type of Posting External Department Watershed Protection Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location 505 Barton Springs Road, Austin, Texas Preferred Qualifications

• Experience in managing administrative teams engaged in providing administrative support to field staff and engineers.
• Experience with change management and leading staff through transitions.
• Experience working with all levels of management.
• Experience hosting team meetings with direct reports.
• Experience with providing constructive feedback to employees and/or going through disciplinary process with an employee.

Duties, Functions and Responsibilities
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.


Coordinates and ensures adherence to quality standards, deadlines and proper procedures of work performed by office, administrative, or customer service employees. Provides employees with guidance in handling difficult or complex problems and in resolving escalated complaints or disputes. Interprets and communicates work procedures and policies and procedures to staff and assures compliance. Responds to and resolves sensitive inquiries and complaints, and issues from both internal and external sources. Interprets policies and procedures and recommends appropriate courses of action. Acts in a liaison capacity with other departments, divisions, and organizations. Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data; provides written and/or oral reports. Works on multiple/diverse complex issues requiring advanced knowledge and experience. Develops and monitors budget. Monitors projects performance and timelines.

Responsibilities- Supervision and/or Leadership Exercised:

• Responsible for the full range of supervisory activities including selection, training, evaluation, counseling, and recommendation for dismissal.

Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of the daily operations of the area supported.
• Knowledge of supervisory and managerial techniques and principles.
• Knowledge of city practice, policy and procedures.
• Knowledge of applicable processes, techniques and methods.
• Knowledge of fiscal planning and budget preparation.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to work with frequent interruptions and changing priorities.
• Ability to establish and maintain good working relationships with city employees and the public.
• Ability to conduct research, identifying and analyzing trends, including root cause analysis.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA
The City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.

Supplemental Questions

Required fields are indicated with an asterisk (*).
* The minimum qualifications for this position are: Graduation with a Bachelor's degree from an accredited four (4) year college or university with major coursework in Business, Public Administration or in a field related to the job, plus four (4) years of professional experience in staff support functions such as personnel, purchasing, or finance, two (2) years of which were in a lead or supervisory capacity. A Master's degree may substitute for the required experience up to a maximum of two (2) years. Experience or education may substitute up to the maximum of four (4) years. Do you meet the minimum qualifications as described?

• Yes
• No

* This position requires a criminal background investigation (CBI). By selecting the following, you are acknowledging that you understand if you are selected as a top candidate for this position, you will need a successful CBI to be hired.

• I acknowledge and understand this position requires a Criminal Background Investigation.

* Do you have the ability to travel to multiple sites as part of the regular job duties?

• Yes
• No

* Please describe your experience in managing teams engaged in providing administrative support to field staff and engineers? How big was your team?
(Open Ended Question)
* Please describe specific management tools used to guide staff through changes in an organization.
(Open Ended Question)
* Please describe your experience working with supervisors, managers, and executive level staff.
(Open Ended Question)
* Please describe your experience hosting and planning agendas for team meetings.
(Open Ended Question)
* Can you describe a time when you had to discipline an employee? What was the situation, and how did you handle it?
(Open Ended Question)


Optional & Required Documents

Required Documents Cover Letter Resume Optional Documents

• 

• City of Austin

Show more