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Operations Support Specialist

2 months ago

Great Falls, United States City of Great Falls, MT Full time

Nature of Work

Provides professional and comprehensive strategically focused administrative, operational, program and technical support services to the Public Works Director and Division Managers. As an integral part of the Public Works leadership team this position guides day-to-day operations for Public Works; integrates efforts across the department and across City Staff; links the leadership team and the broader organization via effective communication; facilitates the leadership team's access to and provision of information to enable decision making that supports the broader picture; serves as a confidant with no organizational or personal agendas. Work is performed under the supervision of the Public Works Director.

Essential Functions of Work

Provides professional, high level and complex administrative support to the Public Works Director and Division Managers. (50%)

* Assists Public Works Director and Division Managers with long-term and special projects that require inter-division and/or inter-departmental coordination, statistical research, budget analysis, accounting, organizational statistics, legislative analysis and other similar or related research. * Runs staff meetings, coordinates projects, and represents Public Works at functions and meetings. * Ensures staff meeting and team meeting agendas are current prior to these meetings.

* Creates and manages task tracker to ensure all tasks (internal and external) are completed on time and by suspense dates; proactively follows up with division managers, superintendents and other Public Works employees to bring tasks to closure.

Provides oversight of Public Works Department budget as well as specific management of the budget for Public Works Administration, Utilities Division, and Environmental Division. (20%)

* Provides oversight for the entire Public Works Budget, to include personnel, revenue & expenses, and budget entry. Ensures the department meets all budget milestones. Oversees development of Budget presentations for director review. Coordinates with Finance staff as required.

Integrates staffing, resources, products and actions across the Public Works Department and across City Staff. (20%)

* Leads publication of annual Public Works Annual Report, to include editing, compiling, and integrating input from Public Works divisions. De-conflicts with other departments as needed. * Assists in the general management, support, administration and implementation of ongoing activities related to protocol and compliance issues with regard to internal new employee orientation, support staff training, personnel management decisions, and budget preparation. * Assists the Director in PW protocol and compliance activities and issues and makes recommendations with regard to policy development related to protocol and compliance related issues, interacts with contractors and developers as directed by the Director, attends and handles various meetings and events and manages small projects and conducts research and generates reports as assigned by the Director. * Serves as the Communications Representative for Public Works Department to the City Communications Committee. * Provides oversight of PW information content on City website; oversees Division Communications Representatives' content for consistency and currency; ensures initial and ongoing training of Division representatives * Assists the Director in the coordination of the deployment of Public Works personnel and equipment for emergency situations involving Montana Disaster and Emergency Services and the Cascade County Emergency Operations Center. * Attends trainings, meetings and conferences as directed or requested to improve efficiencies and to remain current on state and federal requirements applicable to departmental operations.

Supervises and functions in a mid-management capacity on behalf of the Public Works Department Director. (10%)

* Functions in a mid-management capacity with regard to PW clerical and administrative staff, to include training, evaluation of such personnel, monitoring and reporting performance deficiencies and policy violations to the Director or Division Managers. Participates in and makes recommendations with regard to employee discipline and corrective action activities and performance improvement plans. * Supervises and directs Public Works Complex custodian and Senior Administrative Assistant

Education and Experience

* Requires a high school diploma or equivalent * Minimum of four years of experience in an administrative capacity where public contact was required. * Training and experience equivalent to an associate's degree in Business Administration or related field.

NECESSARY SPECIAL QUALIFICATIONS

* Computer experience (Outlook, Word, Excel, PowerPoint,). * Supervisory experience desirable. * Candidate must possess a valid Montana driver's license. * Post-secondary education or equivalent desired.

Requirements of Work

* Operates independently with minimal oversight and very little follow-up for task completion. * Anticipates, plans proactively for the future, long term (months/years) and short term (days/weeks). * Communicates very effectively orally and in writing. * Proficient in Microsoft Office software (Outlook, Word, Excel, Power Point) * Responds to inquiries in a timely and effective manner. * Maintains effective working relationships with the public, supervisors and other employees. * Makes sound and workable recommendations for changes and improvements. * Possesses and uses critical thinking and analytical skills. * Prepares and maintains accurate records and reports. * Maintains discretion and integrity when handling confidential data. * Establishes sound priorities for work flow.

CORE COMPETENCIES

* Confidentiality * Computer Skills * Organizational Skills * Communication Skills both oral and written * Customer Service * Financial Skills * Supervisory Ability

SUPERVISORY RESPONSIBILITY

Responsible for supervision and direction of the Public Works Complex custodian and Senior Administrative Assistant and general oversight of all Public Works clerical staff.

WORK ENVIRONMENT

Work is primarily performed in an office environment but requires periodic site visits.

PHYSICAL DEMANDS

Requires the ability to perform light physical work, lifting up to 25 pounds and lifting and carrying objects up to 10 pounds. Also must have the ability to stand, reach, kneel, grasp, walk, sit, bend, push, pull and perform similar body movements; possession of hand/eye coordination adequate to operate and use a personal computer; ability to talk and hear in person and by telephone; and ability to see and read instructions, printouts, maps, etc.

EXPECTED HOURS OF WORK

The work schedule is a 40-hour work week, Sunday through Saturday. Work is typically performed Monday through Friday. This position is exempt and is not eligible for overtime.

TRAVEL

Travel is primarily local during the business day. Occasional travel may be required to attend off-site training and educational opportunities.