Administrative Support Coordinator
City of Boise

Boise, Idaho

This job has expired.


Summary Statement

Make a bold career move this year: the City of Boise welcomes passionate and talented people who want to share our vision of creating a city for everyone, demonstrate drive toward fulfilling our mission in the community, and embody the values that are so important to our organization.

  • Assumes responsibility for the coordination of administrative support and customer service for the City Engineer and Engineering department
  • Provides overall support of the daily operations of the division under both general and specific delegation from the City Engineer
  • Requires initiative, independent judgment, and meticulous follow-through under general supervision
  • May be eligible for a hybrid schedule
City employees are provided competitive compensation combined with unparalleled leave, health, and retirement benefits.

Essential Functions

Acts as the first point of contact for the city engineer and assistant city engineers. Provides varied administrative support ranging from basic to advanced support to assist the city engineer and assistant city engineers with projects or specialized responsibilities. Prepares and distributes official documents and communications for management. Organizes, monitors, tracks, evaluates, compiles and prepares internal and external documents, policies and official documentation. Researches and investigates solutions to issues and problems presented by personnel, procedures and/or department operations. Gathers and develops department-related information to prepare for management meetings. Manages and coordinates incoming visitors, phone calls and mail, and maintains the office filing system. Assists with the coordination of recruitment, screening and hiring for departmental positions in collaboration with human resources. Handles information of a sensitive or confidential nature (40%)

Provides ongoing training and assistance to staff on various internal and administrative workflow systems, technologies and general troubleshooting. Ensures quality control and satisfactory performance of division websites and programs. Takes on special projects as needed by the division or department requiring strong computer, administrative and problem-solving skills, under minimal supervision. Participates in reviews of various departmental technologies to determine necessary changes, improvements and modifications. (30%)

Coordinates the department content management system (CMS) and records management. Coordinates filing, quality control, and secure storage of office documents, files and contracts. Provides assistance to the division in cataloging or retrieving reports and documents. Maintains complex or technical administrative files and coordinates project files and Ada City-County Emergency Management (ACCEM) plan documents. Acts as a departmental point person for records retention and destruction in coordination with the city clerk's office. Evaluates, monitors and reviews internal operations and procedures to identify potential improvements in overall efficiency. (10%)

Coordinates and schedules all public and private meetings for the city engineer, senior management and various organizations. Organizes the preparations for meetings, locates and schedules appropriate facilities and notifies all parties needed in attendance (internal and external). Attends meetings, takes notes, transcribes recordings and summarizes into official meeting minutes. (10%)

Supervisory Responsibilities: Employees in this position are authorized to recommend and/or effect the full range of duties (with appropriate managerial review), including hiring, performance evaluations, transferring, promoting, assigning of significant duties, rewarding, disciplining and terminating employment; exercise independent judgment to direct others work and have the authority to take corrective action; and, utilize people skills to communicate, motivate and direct or oversee a person, group, department, or organization. (10%)
Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time. Total Percentage = 100%

Requirements

Required Knowledge, Experience, And Training
  • Associate degree and
  • 3 years of progressively responsible experience supporting senior-level management with administrative and/or operational support duties in construction or engineering administration and
  • 1 year of supervisory experience
Functional knowledge of:
  • Principles, methods and techniques of municipal construction, project management and customer service
  • Conflict management and problem resolution
  • Modern office administration practices and procedures
  • Statistical analysis on various business documents, reports and findings
  • Research techniques, methods and procedures
  • Electronic spreadsheet, database and word-processing computer applications
Ability to:
  • Make decisions in new situations in accordance with rules, regulations and policies
  • Establish workload priorities for support staff based the need for immediate action, work objectives, work schedules and knowledge of future needs
  • Research and assemble information from a variety of sources for the preparation of records and reports
  • Analyze, interpret and report research findings and recommendations
  • Read and comprehend complex legal, regulatory, procedural, policy material
  • Resolve customer or citizen complaints in accordance with established policies and regulations
  • Perform a broad range of supervisory responsibilities over others
  • Develop and implement clerical procedures from general instructions
  • Observe, compare or monitor data to determine compliance with prescribed operating standards
  • Display an attitude of cooperation and work harmoniously with all levels of city employees, the general public and other organizations
  • Communicate effectively in the English language at a level necessary for efficient job performance
  • Complete assignments in a timely fashion
  • Understand and comply with all rules, policies and regulations
  • Maintain prompt and regular attendance
  • Perform all essential and marginal functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation

Preferred Knowledge, Experience, And Training
  • Bachelor's degree in public administration and
  • 3 years of progressively responsible experience supporting senior-level management, with administrative and/or operational support duties in a municipal construction or engineering department, plus
  • 2 years of supervisory experience and experience with the Hansen Infrastructure Management System

Special Requirements
Applicants must be able to pass:
  • City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation


Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Efforts
While performing the duties of this job the employee is always lifting/carrying up to 10 pounds and occasionally lifting/carrying up to 20 pounds. Also, the employee is always pushing/pulling up to 20 pounds and frequently pushing/pulling up to 35 pounds. Work includes the sensory ability to talk and hear. Work in this position also includes close vision and distance vision. Employees will sit, stand and walk. Position requires hand/finger dexterity.

Working Environment
The work environment will include inside conditions.


This job has expired.

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