CITY OF OVERLAND PARK - POSITION DESCRIPTION
JOB SUMMARY STATEMENT: Plans, directs, supervises, and coordinates the work of the administrative support staff within the Public Works Department at City Hall (includes Engineering and Traffic Services Division) and other duties as assigned.
DUTIES AND RESPONSIBILITIES:
Directs the administrative support staff in its support of the Public Works Department, City hall. This includes administrative support to the Director of Public Works and the Engineering and Traffic Services Divisions. Provides customer service through the city's web pages (e.g. keeps web pages updated), issues permits, assists with easements, provides project support and takes in complaints through OPCares system. Provides department support as requested.
Supervises the administrative support staff. Reviews and approves timesheet entries for payroll. Oversees the Department's fleet management for City Hall and fixed asset programs. Coordinates and manages the purchase of materials, equipment and supplies which can include obtaining various quotes and bids for office equipment and various other supplies needed by the staff. Reviews and approves expenditures and credit card statements. Monitors section expenses and expenses related to administrative costs associated with Engineering and Traffic Services Divisions. Assists the Department's Management Assistant in the preparation of the Department's budget.
Serves as staff coordinator for the Public Works Committee meetings, overseeing preparation of the Committee agenda preparing staff comments and presenting items as needed, preparing the Committee Report for Council and Committee of the Whole meetings, and overall responsibility for planning and coordinating special Committee meetings. Prepares and finalizes Public Works Committee notes.
Attends Public Works Management Group meetings and assists the Director with agendas; captures notes of meetings as needed.
Assists the Director of Public Works and Engineering and Traffic Services Division Managers with personnel requisitions as needed.
Provides for the training and development of administrative support staff. Ensures staff works as a team and is well trained in standard operating procedures related to the Engineering and Traffic Services Division programs. Ensures staff is well versed in the application and use of various computer software applications (such as ICompass, EnerGov and Infor) to process and enter daily work. Conducts performance appraisals, makes recommendations for performance increases and handles disciplinary actions. Reviews applications, interviews prospective employees and selects candidates to fill vacant positions. Identifies staff development and training needs.
Works with Public Works Division Managers to improve processes and Standard Operating Procedures (SOP) for all of the various Engineering and Traffic Services Divisions. Provides appropriate information/reports for the management team when needed. Works closely with the Public Works Management Group to ensure that administration processes work in sync to support the Department's operations.
Records and tracks key data for the administrative section's performance measurements. Provides reports and statistical information as requested. Responds to requests for information and other documents submitted under the Kansas Open Records Act. Collects the appropriate data and prepares the annual assessment ordinance.
Participates in emergency management operations for the City, as requested. Supervises administrative staff that are an integral part of the Department's Snow Program. Carries out and/or performs other duties as assigned.
The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.
The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.
EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:
High school diploma or equivalent required. Additional college level business courses preferred.
Five years of increasingly responsible administrative experience. Experienced in the use and application of Microsoft Office (Word and Excel) and/or the Google Suite products.
Experience working in EnerGov and ICompass software is preferred.
Attention to detail
Ability to perform basic math and accounting skills
Working knowledge of database, desktop publishing, word-processing and spreadsheet software applications
Human relations/interpersonal skills
Project management skills
Time management skills
Ability to communicate on the telephone and in person
Good oral and written communication skills
Ability to read and comprehend City, state and federal regulations
Ability to analyze complex problems and recommend possible solutions
Ability to access situation and use judgment and make independent decisions
Ability to handle multiple tasks
Ability to recognize and protect confidential information
Ability to meet specific time deadlines
Ability to work independently
Ability to train and guide others
Ability to learn and understand PC software applications
Ability to work in a hectic environment with many interruptions
Alpha and numeric recognition
Hand and eye coordination adequate to operate computer, calculator, typewriter, cash register and copy machine
Ability to make and receive phone calls
Visual stamina and acuity
Ability to reach
SUPERVISORY RESPONSIBILITY (Direct & Indirect):
Directly supervises three Administrative Assistants and 1 Staff Assistant
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.