Administrative Services Supervisor

Salary : $5,692.00 – $7,628.00 Monthly

Location : City of Santa Cruz, CA

Job Type: Regular Full-Time

Job Number: 23-119

Department: Parks & Recreation

Opening Date: 06/22/2023

Closing Date: 7/13/2023 5:00 PM Pacific

The Position

The current vacancy is for Administrative Services Supervisor in the Parks and Recreation DepartmentThe eligibility list established from this recruitment may be used to fill Administrative Services Supervisor vacancies in other departments during the life of the list. The eligibility list established from this recruitment is valid for up to one year from the date established unless the list is extended or abolished by the Chief People Officer.

Under general supervision, the Administrative Services Supervisor manages, directs, coordinates, and performs the administrative workload of a large department including the development and maintenance of work systems and procedures.

Recruitment #23-119

Selection Timeline: (The following process may be changed as deemed necessary by the Chief People Officer.)

• On Thursday, 07/13/23 recruitment will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted. To apply, submit:

1. Application – online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the Apply button to begin the online application process.
2. Response to supplemental questions – will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here must also be included in your employment history on the main application.

• Week of 07/17 and 07/24/23: Applications will be competitively screened based on the minimum qualifications for this position. Candidates will be notified of their status in the recruitment once all applications have been reviewed.
• Week of 08/07 and/or 08/14/23: Interviews will be tentatively scheduled. The examination process will include an interview and may include a writing and/or performance exam.

Typical Duties

(May include, but are not limited to, those duties listed below.)

• Manages, organizes and participates in administrative and support activities through the development, implementation and modification of procedures regulating daily operations and related support services.
• Designs, implements, revises as necessary and maintains business continuity that ensures efficient operations.
• Supervises assigned administrative staff, participates in staff selection, trains, monitors performance and provides feedback and coaching to employees; reviews and appraises work performance.
• Reviews and evaluates work methods and procedures, recommends changes in work processes, forms, and work flow to ensure efficient operations in accordance with policies and procedures.
• Coordinates and reviews work assignments for supervised administrative personnel, including the completion of regular periodic work-assignment schedules and administrative support for advisory bodies.
• Independently composes correspondence and reports related to routine department business, updates records, compiles and retrieves data, produces spreadsheets and reports for staff by using software options and applications to generate customized data and information.
• Assists in the preparation and monitoring of the administrative division budget and may assist with the departmental budget and controlling expenditures.
• Coordinates the processing of purchase orders and invoices, and human resources related documents such as but not limited to personnel action forms, job requisitions and employee trainings.
• Prepares routine administrative reports by researching, assembling and summarizing information and data.
• For the Parks and Recreation position, oversees the process for issuing department related permits. This includes, reviews, evaluates and approves requests for events within the City; coordinates the use of City facilities and logistics related to permit requests; develops conditions of use that provides event requirements, policies, and specific compliance information.
• Coordinates departmental procedures to ensure compliance with the scheduling requirements of City ordinances, resolutions and interdepartmental procedures.
• Develops and manages hard copy and electronic filing systems for various departmental records.
• Oversees the utilization of information management systems by coordinating implementation, training staff in proper use and application, assisting problem resolution at the user level or contacting technical support, monitors operations to ensure that systems, methods and procedures are used correctly and efficiently.
• Oversees Department website content and ensures its accuracy and relevancy.
• Oversees phone and office reception; responds to public inquiry and complaints, resolves or refers issues as appropriate.
• Coordinates the dissemination of Citywide and department informational materials for the public and City employees.
• Develops and coordinates department administrative systems, arranges meetings and itineraries, and works under pressure to prioritize a variety of tasks to ensure deadlines are met.
• May survey constituents and customers on delivery of service and satisfaction.
• Orders, issues and maintains departmental supplies and equipment; maintains inventory controls.
• May perform any duties of the Administrative Assistant I/II or Administrative Assistant III.
• Performs other related duties that may be reasonably expected as part of this classification.

WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard and mouse. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Minimum Qualifications

The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:

Education and Experience:

• High school graduation or tested equivalent and four (4) years of increasingly responsible administrative experience, including one year of lead or supervisory responsibility;

or

• High school graduation or tested equivalent, successful completion of two years of college-level course work in Business or Public Administration or a related field, and two years of responsible general office experience including one year of lead or supervisory responsibility.

Successful completion of City of Santa Cruz’s Employee and Leadership Development (formerly Supervisory Training) Program is accepted in lieu of the lead or supervisory experience.

Knowledge:

• Standard office procedures, practices and equipment.
• Proper grammar, spelling, punctuation and business correspondence format.
• Policies and practices of effective supervision and performance management.
• High proficiency with administrative software programs.
• Principles of budget development and administration.
• Concepts of customer service, satisfaction, and experience.
• Virtual communication tools and Microsoft Office software, including Outlook, Word, PowerPoint and Excel.

Skills:

• Type 45 words per minute or better.
• Read and write effectively, compose correspondence, assemble routine administrative reports and edit the work of others.
• Perform basic mathematical functions to effectively maintain budgets and process routine financial documents.

Abilities:

• Effectively organize, direct and review the work of other administrative staff.
• Take technical information and terminology and distill/summarize into clear, key points and action items.
• Maintain confidentiality of sensitive information.
• Learn and effectively use both city and proprietary department business software applications such as Eden Financial, Kronos timekeeping, Zoom administration, OnBase content platform, Tyler Eden payment system, PowerPoint and Department specific software platforms.
• Communicate clearly and concisely, orally and in writing.
• Establish and maintain effective working relations with City staff, City officials, outside agencies and the general public.
• Interpret, apply, document and explain applicable administrative and departmental policies and procedures.
• Understand and carry out oral and written directions.
• Work independently in the absence of specific instruction.
• Analyze situations appropriately and adopt effective courses of action.
• Operate desktop and laptop computers, as well as conference room technology.

Licenses and Certificates

• None required.

OTHER REQUIREMENTS

• Willingness to work some evenings and weekends as needed.

Career Ladder

• Administrative Services Supervisor
• Administrative Assistant III
• Administrative Assistant I/II

SALARY – This classification has a nine-step salary range. Appointment may be made commensurate with experience. See the on the City website for details.

APPOINTMENT – Any candidate selected by the appointing department may be required to pass a pre-employment medical exam administered by a City-selected physician before hire to non-sedentary positions. Prior to starting work, all newly hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointmentCandidates must present documentation verifying authorization to work in the United States and take a loyalty oath as required by the State of California at the time of hire. Appointments to regular positions are subject to a six-month probationary period which is considered a part of the selection process. Probationary employees may be terminated without recourse during this period. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.

LEAVE

Vacation – 80 hours/year up to 5 years, 120 hours/year 6-10 years, plus 8 hours for each year after 10 years up to a maximum of 160 hours/year.

Sick – 12 days/year

Holidays – up to 11 days/year

Floating Holidays – 24 hours per year

INSURANCE – (available to employee and eligible dependents)

Medical – Depends on plan selected; City generally pays 95% of the cost of coverage. Participating members make an additional $35 contribution per pay period towards health care benefits.

Dental, Vision, Employee Assistance Program – City currently pays full cost of employee and family coverage.

Life – City provides a $20,000 life insurance policy.

Long Term Disability – City provides a long term disability plan.

RETIREMENT

All new regular employees become members of PERS. Public Employees’ Retirement System (PERS) 2% @ 62 (3 year average). Prior PERS membership may affect retirement formula. Employees contribute 11.25% of their salary to PERS on a pre-tax basis. An employee is vested after 5 years of membership. No Social Security is withheld.

ADDITIONAL BENEFITS (not all inclusive)

457 Deferred Compensation Plan

Accident Protection Insurance

Bilingual Pay

Cancer and Critical Illness Insurance

Direct Deposit

Discount Bus Passes

Flexible Spending Plans for Health & Dependent Care

Longevity Pay (after 10 years and 15 years)

In lieu Medical Reimbursement of $200 /month

Shift Differential

Supplemental Life Insurance

Tuition Reimbursement

The information included in this announcement is subject to change and does not constitute an expressed or implied contract.

01

Your answers to the supplemental questions will help the screening panel determine if you meet the minimum qualifications for this position and may make you more competitive in this recruitment. They will be utilized to help determine which candidates move forward in the process, so please be thorough with your answers. Any employers described here must be reflected in the work history section of your application. Incomplete answers such as “see resume” may disqualify you from this recruitment. I understand that failure to thoroughly respond to the following questions may result in disqualification or my application may rank lower because of vague answers or minimal effort.

• Yes
• No

02

Please select from the following choices regarding qualifying college-level coursework. You may be required to supply proof of degree or coursework upon request.

• I have an Associate’s degree or higher in Business or Public Administration or a related field.
• Successful completion of two years of college-level course work in Business or Public Administration or a related field
• Neither of the above and I will be qualifying with four (4) years of increasingly responsible administrative experience.

03

If you answered to question #2 that you have an Associate’s or higher in Business or Public Administration or a related field, please write in the space below your degree, field or study, and the college or accredited university you attended. If you answered that you have successfully completed the two years of required coursework, please describe the courses, institution attended, and number of months or years attended. If you do not have one of these degrees or coursework in Business or Public Administration or a related field and are qualifying with four or more years of experience, please write “N/A.”

04

Please describe your increasingly responsible administrative experience, indicating employer name, job title, job duties, and duration of each experience, specifically discussing how your responsibilities increase over time. All experience described here must relate back to your employment history on the main application to receive credit.

05

Successful completion of the City of Santa Cruz Employee and Leadership Development program (previously titled City of Santa Cruz Supervisory Training) is accepted in lieu of the lead supervisory experience. Have you successfully and fully completed the City of Santa Cruz Employee and Leadership program?

06

The administrative experience described above must include one year of lead or supervisory responsibility. Please discuss your experience effectively organizing, directing, and reviewing the work of other administrative staff, indicating the duration of your experience and the number of staff supervised. If you do not have this lead or supervisory experience, please write “N/A.”

07

Summarize your experience with virtual communication tools and Microsoft Office software, including Outlook, Word, PowerPoint and Excel, describing examples of any documents or spreadsheets you have created or maintained.

Required Question