Do you enjoy providing executive assistant level support to your organization's leadership? Are you a planner and an organizer with attention to detail? Do you love leading and collaborating with diverse teams? The City of Bellingham Planning and Community Development Department is now accepting applications for Administrative Supervisor!

 

The Administrative Supervisor is responsible for managing and directing the administrative support functions of the Planning and Community Development (PCD) Department. Provides administrative support to the Director and Division Managers. Performs confidential personnel functions for the department. Serves as a member of the Planning and Community Development Department management team. Independently manages department administrative staff and collaborates with other departments; has considerable latitude in exercising the use of independent judgement to select proper courses of action. Makes recommendations and decisions about department policy and procedure development and implementation directly related to the administrative support functions of the Department. Handles a variety of sensitive public information and departmental matters. Position requires a high degree of professionalism, confidentiality and discretion.

SALARY AND BENEFITS:

The current full salary range for this position is $7,139/month - $8,649/month. 

Research has demonstrated that salary negotiation can further inequality due to bias across gender and race. To prevent negotiation bias, the City places new employees within the published salary range based on qualifications and professional experience as listed on the application material, in accordance with City policy. This is in line with the City's commitment to accessibility, diversity,  equity, and inclusion. Candidates who exceed the minimum experience requirements shall be given credit for advanced step placement at the rate of one additional pay step for each two full years of directly related or equivalent professional experience beyond the minimum requirements. Candidates who meet minimum qualifications or have experience that is not directly related or in a lower-level position will be placed at step one in the salary range. For positions that require a bachelor’s degree, one additional step may be granted for applicants with a master’s degree in a related field when the master’s degree is not required to meet minimum qualifications. The City's HR Department regularly evaluates minimum qualifications to provide equitable employment opportunities.
 
For internal candidates, placement within the range is based on City Pay Placement Procedures.
 
This position is represented by a union. Employees receive step increases annually in accordance with the and City policy.
 
City of Bellingham employees receive medical, dental, and vision insurance as well as life insurance and long-term disability. Additional benefits include flexible spending accounts, a medical insurance opt-out program, and access to our employee assistance program. All eligible City employees are enrolled in a pension plan. Additionally, employees may elect to participate in the City’s 457 deferred compensation retirement savings plan.
 
Employees will receive 12 paid holidays in addition to one paid floating holiday each year. At the time of hire, employees will accrue 8 hours of sick leave and 10 hours of vacation per month. Vacation accruals increase based on years of service. Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employees to be in paid status at least 120 hours/month.

For additional information regarding benefits and compensation Information please visit the following:

Closing Date/Time: Mon. 5/20/2024 8:30 AM Pacific Time 

ESSENTIAL FUNCTIONS OF THE JOB:

1. Plans, organizes, directs, and evaluates the administrative functions of the PCD Department. Establishes departmental standards for administrative functions and implements improvements to systems and procedures. Provides administrative support to the Director and Division Managers. Participates as a member of the Department management team. 
2. Supervises the work of Department administrative staff, including hiring, training, and evaluation of staff; provides leadership, coaching, and mentoring. Assigns work, develops performance standards, and monitors performance. Applies labor agreements and personnel policies. Makes recommendations and implements employment actions, including discipline with the Director’s approval. 
3. Prepares responses to routine correspondence, schedules meetings and maintains calendars. Gathers data needed for the preparation of contracts; maintains knowledge of current projects. Prioritizes, delegates, composes and/or edits a variety of materials such as correspondence, reports, legal documents and notices, tables, graphs and charts.  
4. Coordinates with the PCD Managers and the Human Resources Department for hiring, payroll and personnel activities. Responsible for the processing of payroll appointments and related forms. Participates in the selection of new employees and provides initial onboarding and orientation for new staff. Provides or coordinates staff training. Performs or directs the work to ensure maintenance of confidential personnel files, organizational charts, job descriptions and procedural documentation. 
5. Plans, organizes, evaluates and carries out specific projects that support the implementation of Department goals and objectives. Directs, coordinates and reviews the workplan for assigned services and projects. Assigns work and monitors work flow; reviews and evaluates work products, methods and procedures; identifies and resolves problems as needed. 
6. Responsible for records management systems of significant importance to the Department and the City. Maintains confidential records for the Department and serves as the Department expert on the appropriate release of records and information, including the Department’s personnel records. Performs or directs the work of assigned staff to organize, update, maintain, purge and archive databases, files, records and other documents according to guidelines. Performs or directs the collection, research, verification, entry, updating and retrieval of electronic data. Modifies systems and troubleshoots problems as needed. 
7. Responsible for coordinating any short- and long-range planning to develop goals and objectives for the administrative support functions of the Department. Analyzes department administrative needs and makes recommendations on new programs and training proposals. Defines goals and objectives and makes recommendations to the Department Management Team. 
8. Maintains knowledge of all divisions’ projects and schedules and coordinates clerical support as necessary. Oversees clerical staff in the maintenance of correspondence, project and other divisional files. 
9. Develops, recommends and implements improvements to office systems and procedures to improve efficiency of operations and service delivery methods. 
10. Makes arrangements and processes documentation for travel, training, conferences and other events; arranges for travel reimbursements per City policy. 
11. Compiles information on budget, work schedules and staffing for use in establishing short and long-range goals, as assigned. 
12. Coordinates responses to a variety of citizen inquiries and requests, ensuring resolution in a timely manner. Assists with the response and resolution of difficult or time-sensitive citizen inquiries and complaints, conferring with the appropriate Supervisors as needed. 

 
ADDITIONAL WORK PERFORMED:
 

1. Participates in various Department meetings as a management team member. Records and distributes meeting minutes. 
2. May act as back-up receptionist for the department as needed.
3. Performs other related work of a similar nature or level. 

WORKING ENVIRONMENT:
Work is performed primarily in an office setting with the majority of time at a computer workstation. Frequently interacts with the public on the telephone and in person. Work is performed in an environment that includes a normal range of noise and other distractions with low everyday risks working around standard office equipment. Some travel may be required for work-related meetings.

Physical ability to perform the essential functions of the job, including:

• Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, and fax machine; 
• Frequently communicate accurate information and ideas with others;
• Remain stationary for long periods of time;
• Move between work sites;
• Occasionally transport objects weighing up to twenty-five (25) pounds.