Administrative Support Supervisor

3 weeks ago

Santa Rosa, United States City of Santa Rosa, CA Full time

**The Position**:
Bring your executive assistant skills to the City Manager's office and make a difference in our community

**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.)

- 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**

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.

**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.

**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. I

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