Employment Opportunities

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Current Employment Opportunities with the City of Meridian:

Job Title: Administrative Service Supervisor
Department: Community Development
Reports To: Director of Community Development
Open Date: July 24, 2019
Close Date: Open Until Filled
Hiring Salary: $3,907.29 - $4,991.07 per month, DOE
Salary Range: $3,907.29 - $5,859.16 per month, DOE

Job Summary:
This position is responsible for the direct oversight of the Community Development Department’s administrative functions; including but not limited to the functional areas of the Administrative Assistants, Development Permit Technician Coordinator, Development Permit Technicians, Customer Support Specialist(s), and general support services. This position involves moderate to complex administrative work in planning, organizing, directing, and evaluating the activities and operations for assigned staff and projects. The incumbent directs, coordinates and supervises subordinate employees and performs an array of high-level, confidential, and complex technical and administrative duties in support of various Department programs, plans, projects, and services. Duties and responsibilities are non-routine, require effective management/leadership skills and advanced administrative experience associated with senior executive management, project coordination and program administration. As the Department’s administrative central point of contact, this position oversees the administrative support of the Director, departmental communications with staff, high level officials, outside agencies, and the public. Supervisory responsibilities include ensuring compliance with City and Department policies, coordinating administrative support, customer services training, resolving issues, recruitment and hiring, performance evaluation, and corrective action with the support and advice of the Director. Work is performed under the general direction of the Director of Community Development and allows for a good deal of autonomy in performing work, setting priorities, and completing tasks.

Essential Duties & Responsibilities:
Manage the Administrative Division of the Community Development Department;

Plan, coordinate, administer, and evaluate programs and Department administrative needs, projects, processes, procedures, goals, objectives, priorities, systems, and/or standards;

Administer and maintain support functions including coordination of office management services, recommendations for solutions to administrative problems, and direction to management, staff and others on policies, regulations, and procedures;

Coordinate Departmental compliance with Federal, State and local laws, and/or standards relating to FLSA and other timekeeping requirements;

Supervise principal subordinate personnel and mentor others in the pursuit of Departmental goals and objectives;

Motivate, plan and provide oversight for work of subordinates including permit technicians, support specialist(s) and other administrative staff, contract workers and interns;

Train and develop assigned administrative staff members; direct work and coach for successful performance;

Prepare and conduct staff performance appraisals;

Make hiring, termination and/or disciplinary action recommendations in conjunction with Director, Department Leadership, and Human Resources;

Assign work or areas of work to principal subordinates;

Review the accomplishments of individuals and teams assigned; identify and make recommendations for areas of improvement;

Prepare and present staff reports, presentations, and other correspondence; prepare periodic reports for functional areas of responsibility;

Act as resource for management and staff; serve as a technical advisor and share expertise with staff and management within areas of responsibility;

Provide oversight for Department communications, website, public record requests, records retention, data processing, Department events and activities, training and training tracking, and other programs as assigned;

Coordinate public information meetings on behalf of the Department;

Serve as liaison between applicable support staff, internal Departments and the general public;

Coordinate and collaborate with internal and external stakeholders on critical and complex Community Development issues and situations;

Develop letters, memorandums, technical documents, policies, procedures and reports related to the management issues of the Department; oversee the documents developed by subordinate staff;

Provide business analytics support with regard to communication, visuals, content format, etc.;

Oversee and ensure compliance with Public Records Requests, legal record retention requirements, workforce development and training programs in accordance with state, local and other City policies;

Provide advice for coordination, planning, and logistical support of Department activities and events such as weekly leadership meetings, monthly Department meetings, book club and birthday celebrations and City Council Liaison meetings, annual Department activities, holiday party, etc.;

Oversee the purchasing and receipt of Department supplies, materials and inventory;

Provide oversight for development and function of program related databases; interface with information technology staff in the development and maintenance of automated systems;

Oversee the day-to-day operations of the Community Development vehicle fleet;

As part of the department Leadership Team, participate in the planning, development, implementation and monitoring of Division and Department goals, objectives, policies, procedures, standards, communications and operational priorities; Oversee the Strategic Plan, Key Performance Measures, Comprehensive Financial Plan, and Training & Certification tracking coordination and updating as needed;

Advise the Director of departmental budget, personnel, and administrative requirements and support areas;

Inform the Director of work plans, progress, and issues/concerns;

Participate in the development of the Department’s workforce development program and provide support of programs, processes and improvements in related areas;

Assist with implementation and logistics in support of development opportunities, training programs and organizational structure;

Participate in the development, administration and monitoring of the Department’s annual budget;

Allocate resources, forecast funds needed for staffing, equipment, materials and supplies;
Work closely with staff to ensure responsibilities are performed within budget, employing cost containment measure as needed;

Monitor and approve expenditures, including oversight of credit card accounts and payments;

Identify and implement opportunities for improving service delivery methods and procedures;

Oversee the development, revision and implementation of standard operating policies and procedures for the work unit;

Provide input, recommend and implement the development and refinement of standardized systems as well as new methods, procedures, or strategies to ensure effective work flow for maximum efficiency and consistency;

Plan, direct and perform a variety of complex, highly visible projects and work assignments such as program monitoring and evaluation and strategic planning activities;

Design, assemble and manage cross-functional workgroups, focus groups, teams and committees of diverse internal or external stakeholders; may lead or chair groups as appropriate;

Drive accountability across the organization through follow up and reporting;

Monitor and evaluate operations, programs, processes and/or practices for quality and effectiveness; develop program evaluation and reporting methods; reviews program issues and recommends improvements;

Work with other program managers to develop solutions to issues; establish and implement effective policies and procedures;

Independently anticipate and provide high-level and advanced professional administrative support services;

Responsible for a variety of highly confidential, technical, analytical and complex operational duties in providing staff assistance to the Director and other Leadership Team members;

Other duties as assigned.

Job Specifications:
Requires Bachelor’s degree in Public Administration, Business Administration or related field;

Requires a minimum of five years’ progressively responsible experience in a high level administrative role, providing administrative and operational support;

Three years in a supervisory position; or

Any combination of education and experience sufficient to allow successful execution of role.

Knowledge, Skills & Abilities:
Must have exemplary verbal and written communication skills;

Requires advanced administrative support knowledge and skills;

Must have the ability to manage projects, perform extensive research, create written reports;

Requires knowledge of accepted supervisory practices, including FLSA rules for nonexempt employees, and ability to coordinate and monitor the activities and tasks of subordinates and other groups;

Proficient knowledge of the principles, theories and practices of business administration including budgeting, human and resource management, and office information and organizing systems;

Must be able to perform statistical analysis, keep budgetary records, and evaluate information against a set of standards;

Must have advanced skills with Microsoft Office suite of programs and the ability to learn and use new proprietary systems;

Must be able to work in a fast-paced environment and have excellent organizational and prioritization skills;

Ability to think strategically and critically is required;

ICC Permit Technician Certification and/or Permit Technician supervision experience is preferred;

Proficient knowledge of Accela, ProjectDox, and other customer service and plan review software and processes is preferred.

Work Environment and Physical Demands:
Work is generally performed indoors in an office environment with moderate noise level; protected from the weather, but not necessarily from fluctuations in temperature;
Constantly requires sitting at a desk or computer terminal for long periods of time and the ability to lift up to 15 lbs.;

Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

Constantly requires clear vision to read printed materials and computer screen to accomplish work;

Constantly requires repetitive motion of the wrists, hand, and or fingers;

Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Occasionally may require assisting with and attending Department sponsored special event or activities.

Travel Requirements:
Local travel is occasionally required;

Some regional or national travel may be required for training or meetings.