Administrative Supervisor (Aquatics Division/Austin Parks and Recreation)

About This Position

Job Description:

Administrative Supervisor

Purpose:

Responsible for supervising and coordinating the daily activities, operations, and personnel in clerical and administrative support functions.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• •Coordinates and ensures adherence to quality standards, deadlines and proper procedures of work performed by office, administrative, or customer service employees.
• •Provides employees with guidance in handling difficult or complex problems and in resolving escalated complaints or disputes.
• •Interprets and communicates work procedures and policies and procedures to staff and assures compliance.
• •Responds to and resolves sensitive inquiries and complaints, and issues from both internal and external sources. Interprets policies and procedures and recommends appropriate courses of action.
• •Acts in a liaison capacity with other departments, divisions, and organizations.
• •Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data; provides written and/or oral reports. Works on multiple/diverse complex issues requiring advanced knowledge and experience.
• •Develops and monitors budget.
• •Monitors projects performance and timelines.

Responsibilities - Supervisor and/or Leadership Exercised:

Responsible for the full range of supervisory activities including selection, training, evaluation, counseling, and recommendation for dismissal

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• •Knowledge of the daily operations of the area supported.
• •Knowledge of supervisory and managerial techniques and principles.
• •Knowledge of city practice, policy and procedures.
• •Knowledge of applicable processes, techniques and methods.
• •Knowledge of fiscal planning and budget preparation.
• •Skill in oral and written communication.
• •Skill in handling multiple tasks and prioritizing.
• •Skill in using computers and related software applications.
• •Skill in data analysis and problem solving.
• •Skill in planning and organizing.
• •Ability to work with frequent interruptions and changing priorities.
• •Ability to establish and maintain good working relationships with city employees and the public.
• •Ability to conduct research, identifying and analyzing trends, including root cause analysis.

Minimum Qualifications:

• •Graduation with a Bachelor's degree from an accredited four (4) year college or university with major coursework in Business, Public Administration or in a field related to the job, plus four (4) years of professional experience in staff support functions such as personnel, purchasing, or finance, (2) two years of which were in a lead or supervisory capacity.
• •Master's Degree may substitute for required experience up to a maximum of two (2) years.
• •Experience or education may substitute up to the maximum of four (4) years.

Licenses and Certifications Required:

None.

Preferred Qualifications/Experience:

• •Experience in managing administrative staff in a fast-paced environment while addressing the public, vendors, stakeholders, and contractors.
• •Experience managing calendars, technical writing, editing memos, tracking assignments, and working with multiple departments and priorities.
• •Experience managing aquatic related sites with administrative support for timekeeping, projects and tasks as assigned by the Division Manager.
• •Experience as a liaison for the employer between different organizational units, communities, stakeholders and diverse populations, including researching, responding to, and resolving complaints with other Managers, employees and the public.
• •Experience providing customer and community outreach services to the public.

Preferred Skills:

• •Advanced proficiency in Microsoft Office to include Word, Excel, Teams and Outlook, including possessing strong oral and writing skills, developing spreadsheets and presentations, and completing research projects.
• •Proficiency with entering and completing time entry in a timekeeping system such as UKG or similar system.
• •Demonstrated experience in planning and organizing, including coordinating calendars for multiple sites, and effectively managing frequent interruptions and changing priorities.
• •Ability to fluently communicate (reading, writing, speaking) in English and Spanish.

Other:

Ability to travel to more than one work location.

Notes to Candidate:

The City of Austin Parks and Recreation (APR) provides, protects and preserves a park system that promotes quality recreational, cultural and outdoor experiences for the Austin community. Working with the City of Austin provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

The purpose of the Administrative Supervisor position is to provide administrative support and leadership to the Ausin Parks and Recreation Aquatics Division administrative team. This position also supports the Aquatics Program Manager on highly technical and specialized tasks and other administrative support responsibilities.

Work Location: Aquatics Division Office Annex, 2818 San Gabriel St., Austin, TX 78705

Work/Location Schedule:

• •Monday through Friday: 8:00 a.m. – 5:00 p.m.
• •Work schedule and location is subject to change based on department needs and programs.
• •May be required to work during special events, evenings, weekends, and holidays.
• •May be required to work during City emergencies such as extreme weather events.

Salary Range:

$58,460.00 - $70,730.00 per year.

Application Instructions/Job Requirements:

• •Application: A detailed, complete application is required, and applicants must include on their Employment Record all experience (work and/or volunteer) related to this job posting – up to 10 years or more; this will be used to determine your base compensation. Employment Record dates must include month and year. Verification of employment history dates on resume should match online Employment Application. Statements such as “See Resume” will not be accepted, and a resume alone will not be accepted in lieu of a complete online application.
• •Skills Assessments: Skills assessment(s) may be required as part of the recruitment process.
• •Virtual Interviews: APR may conduct virtual interviews.
• •Military/Veteran: An applicant claiming Military/Veteran status must provide a copy of his or her DD-214(s), or valid comparable document, at the time of interview.
• •Physical Requirements: Tasks may involve bending, lifting, walking, carrying, or using a force equal to lifting up to thirty-five (35) pounds. Work environment includes inside, and outside environmental conditions, extreme temperatures, and hazards associated with equipment operation including fumes, oils, gases and mists. Must be physically and mentally able to communicate, respond and work with participant’s needs and safety issues.

Other Information:

Travel: If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you will drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

90 Day Provision for Additional Vacancy: This posting may be used to fill other vacancies in other divisions/work locations within the City of Austin Parks and Recreation Department. Decisions on assigned selection will be made at the time of hire based on the business needs of the department.

Tobacco and Vape-Free Workplace: All APR work site locations are tobacco-free. Use of tobacco prod