Office Supervisor

2 weeks ago

Minneapolis, Minnesota, United States City of Bloomington, MN Full time
Job Title: Office Supervisor

Job Summary:

The City of Bloomington is seeking an experienced Office Supervisor to join our Building and Inspections team. As a key member of our department, you will be responsible for providing administrative support, coordinating daily operations, and ensuring the smooth functioning of our office.

Key Responsibilities:

  • Oversee the customer service experience at the Community Development counter, including leading counter rotations, coverage, and schedules for Office Support Staff.
  • Supervise Building and Inspections Office Support staff, including daily schedules, PTO requests, annual employee evaluations, and ensuring adequate coverage.
  • Perform oversight over Time-of-Sale evaluations and reports, both internal and external, to review for consistency with TOS guidelines and state code requirements.
  • Maintain a balanced workload distribution among team members.
  • Manage monthly and annual B&I reports, city travel, purchasing documents, and timecards.
  • Provide training for staff and oversee inspection scheduling following Department policies.
  • Educate applicants and train staff on code and city policies requirements and procedures.
  • Handle minor and routine building, trade, and fire marshal permits.
  • Assist with permit routing when needed due to workload or limited staffing.
  • Maintain administrative workflow by reviewing processes, implementing improvements, and developing procedures.
  • Create, update, and manage City's website (internal and external) related to Building and Inspections programs and items.
  • Keep thorough and precise records for Nuisance Property reports to help track sites, information, and administrative orders efficiently.
  • Assure customer service environment that emphasizes effective service and creates a positive interface for the division.
  • Compose and edit information, including general correspondence, and promotional and presentation communication materials.
  • Receive and screen inquiries and provide answers or make referrals where appropriate.
  • Communicate effectively with the public, City staff, and other agencies, ensuring dissemination of complete and accurate information.
  • Serve as the B&I liaison for our point-of-sale software and phone rotation software.
  • Use office equipment and software applications with a high degree of proficiency and may provide basic hardware and software support.
  • Maintain data appropriately and accurately; be data designee for division.
  • Coordinate and facilitate meetings and discussions with various work groups.
  • Coordinate and assist with various engagement activities.
  • Provide leadership to department office support team through information sharing and guidance.
  • Manage and assist with various projects.
  • Keep manager and division supervisor informed of matters required to perform effectively.
  • Coordinate, research, and provide information and support to the division and its various workgroups or teams.
  • Improve and maintain department-wide uniformity and image.
  • Serve as department liaison as needed.

Requirements:

  • Ability to communicate effectively with the public and employees, both orally and in writing.
  • Ability to develop and maintain effective working relationships with other City employees, City officials, and the general public.
  • Work is completed on schedule.
  • Written communication is clear, concise, and accurate.
  • Knowledge of and ability to operate common office equipment.
  • Capability to use Microsoft Office programs, such as Word, Excel, Outlook, PowerPoint, and Publisher.
  • Capacity to define problems, collect data, establish facts, draw valid conclusions, and refer the problem to the appropriate resource.
  • Ability to comprehend and communicate policies, practices, programs, and services of Building and Inspections to public, City staff, and other agencies.
  • Ability to maintain positive and effective working relationships with City personnel, the public, and outside agencies.
  • Ability to maintain dependability, punctuality, accountability, and regular attendance.
  • Ability to communicate, both orally and in writing, over the phone and in person, with employees and customers in an effective, tactful, and courteous manner.
  • Working knowledge of departmental functions as well as City policies and procedures.
  • Capability to successfully manage and prioritize multiple assignments and meet tight deadlines.
  • Ability to work independently, anticipate next steps, and adapt to changing work priorities.
  • Skilled in organizing, planning, and coordinating/conducting meetings and site visits.
  • Ability to model and encourage creative, out-of-the-box thinking.
  • Excellent presentation skills, with the ability to present information in a variety of formats and styles and to a variety of audiences.
  • Understanding of common team dynamics with the ability to help diverse groups work together effectively.

Education and Experience:

  • High school graduate or equivalent.
  • Five years of responsible administrative experience.
  • Excellent computer skills, including knowledge of Microsoft Office products; excellent aptitude with presentation software, i.e., PowerPoint, Prezi, or similar.

Desirable Qualifications:

  • College degree in Business Administration, Public Administration, or closely related field.
  • Knowledge of City government functions.
  • Experience in Building and Inspections.
  • Experience with data retention and management.

Supervision of Others:

This position supervises staff as directed by the Building Official.

Benefits:

  • 10 days paid vacation per year.
  • 13 days paid personal leave per year.
  • 13 paid holidays per year.
  • 12 weeks paid parental leave.
  • Employee health and dental insurance.
  • Paid employee life insurance.
  • Paid employee disability insurance.
  • Employer/employee paid pension.
  • Deferred compensation.
  • Tuition assistance program.
  • Health club membership reimbursement.
  • Flexible spending account.
  • Employee Assistance Program.
  • Other optional benefits.
  • Great suburban location, on bus line.
  • Free employee parking.

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