Support Specialist Supervisor - Aurora, United States - City of Aurora

Description

JOB LOCATION

15151 E Alameda Pkwy Aurora, Colorado

City of Aurora, Colorado

It is an exciting time to work for the City of Aurora, we're growing and looking for dedicated and collaborative individuals to join our team of talented and valued employees. Excellent organizations have a set of principles, or core values, that are used to implement their mission and vision. Those values represent the touchstone for the organization, guiding the decisions of the individuals and the organization. At the City of Aurora, we demonstrate our excellence by modeling the CORE 4 Values of: Integrity, Respect, Professionalism, and Customer Service, and we welcome all who share these values to apply.

Why Work for Aurora?

• Make a difference in the lives of real people every day
• Diverse community
• Competitive total compensation package
• Well-Funded General Employees Retirement Plan
• Light rail station minutes away
• On-site fitness center and overall employee well-being programs Internal educational programs to assist with career advancement
• Access to innovation workspaces

PRIMARY DUTIES & RESPONSIBILITIES

The hiring range for this position is $75, $94,124.07 annually.

**This job announcement is for collecting candidate applications for current and future Support Specialist Supervisors. Applicants will be contacted only when a position need is identified, and qualifications match the needs of the position. **

The Executive Administrative Supervisor is a highly organized and self-motivated professional who provides advanced office and administrative support to the Fire Chief primarily; serves as an administrative project manager; and provides direct supervision to Aurora Fire Rescue's Administrative Specialist. This position oversees executive staff projects and initiatives; drafts and distributes formal departmental communication; manages the policy revision process; assists with travel and training processing; provides customer service; schedules appointments, interviews, and meetings; and performs other duties as assigned.

• Provides direct administrative support to the Fire Chief and Assistant Chief, including correspondence and schedule management.
  
• Plan, prioritize, assign, supervise, and review select projects within the executive staff; participate in the selection of assigned staff; coordinate staff training; work with employees to correct deficiencies; assist in documenting discipline procedures.
  
• Motivate, support, and positively recognize staff members. Actively contribute to a healthy work environment through modeling positive behaviors.
  
• Establish schedules and methods for providing administrative services; identify resource needs; review needs with appropriate executive staff; allocate resources accordingly.
  
• Works as a part of the Executive team to recommend for adoption, develop, review, update and implement policies, procedures, operating guidelines, technology, and professional development resource allocation strategies which are current, applicable, and sustainable.
  
• Participate in the development and implementation of goals, objectives, policies, procedures, and priorities for assigned programs; recommend improvements and modifications.
  
• Schedules appointments, meetings on behalf of the Director and for the department.
  
• Records and disseminates meeting minutes.
  
• Process invoicing and accounts receivable.
  
• Maintains and organizes select department personnel and budget records.
  
• Assists with grant management and record compilation.
  
• Participates in oversight and organization of departmental purchasing records.
  
• Applies regulatory requirements, policies, and procedures in assigned area.
  
• Administers and updates complex Departmental databases.
  
• Research, compile, audit, print, and/or prepare materials and reports.
  
• Coordinates procedures and policy issues with other city departments; responds to inquiries and interprets policy and procedures.
  
• Operates a variety of office equipment including personnel computer with varied software.
  
• Plans for and conducts employee orientation for new employees.
  
• Assists with processing new hires and resignation/retirement paperwork.
  
• Performs other duties as assigned.
  

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

MINIMUM QUALIFICATIONS & WORKING CONDITIONS

An equivalent combination of education, training, and experience that demonstrates the required knowledge, skills, and abilities may be considered.

Education:

• Associate degree from an accredited institution with coursework in business administration, public administration, organizational communications, or an industry-related field.
  

Experience:

• Four (4) years of administrative support experience.
  
• Three (3) years of project management experience.
  

Preferred Experience:

• Technical/legal/executive writing.
  
• Project management.
  
• Open records processing
  

Knowledge:

• Knowledge of business processes, project management systems, personnel management policies and procedures, business, English, and math.
  
• Knowledge of Human Resources practices and application of employment law.
  
• Computerized accounting and project management systems
  

Skills:

• Office equipment operation, Microsoft Office suite, payroll, and clerical functions related to assigned role.
  
• Strong interpersonal, analytical, and decision-making skills.
  
• Problem-solving skills: including the ability to read, write, spell, and speak clearly and concisely to address concerns, educate, counsel, and motivate others.
  
• Skill in the use of personal computers and related software.
  
• Excellent presentation skills, both oral and written, and excellent documentation skills.
  

Abilities:

• Demonstrate high levels of emotional intelligence.
  
• Effective mediation and conflict management.
  
• Prioritization and adaptation of operations to meet fluctuating demands.
  
• Promotion of a positive workplace environment based on open communication, recognition, and modeling of desired behaviors.
  
• Delivery of performance feedback designed to maximize performance and employee success.
  
• Recognize and appropriately intervene when incorrect or inappropriate behaviors are observed.
  
• Directly and proactively communicate to enhance the team environment and reduce preventable conflict and triangulation in the workplace.
  
• Objectively review work product with consideration of city and department policies, laws, standards, and strategic goals.
  
• Effective de-escalation techniques.
  
• Ability to establish and maintain effective working relationships with internal and external stakeholders.
  
• Communicate effectively both verbally and in writing.
  
• Handle sensitive situations with tact and diplomacy.
  
• Maintain confidentiality of sensitive information related to personnel and department issues.
  
• Effectively prioritize and manage multiple projects and deadlines.
  
• Provide subject matter-specific and department-specific support, provide customer service, schedule appointments, and interviews.
  
• Ability to use de-escalation techniques to handle sensitive/emotional situations.
  
• Keeps detailed records.
  
• Able to set goals, prioritize work of self and assigned staff, and meet deadlines.
  
• Works independently with minimal supervision; interacts knowledgeably with staff and the public in person and by telephone.
  
• Strong interpersonal, analytical, decision-making, and problem-solving skills.
  
• As assigned, incumbents may serve as lead workers making work assignments and monitoring work completion.
  

Essential Personnel:

• Members of Aurora Fire Rescue are considered essential personnel and are subject to call back or extended shifts to ensure continuity of emergency services to the city.
  

Physical Demands:

• Light physical work lifting no more than 20 pounds at a time with or without assistance, with frequent lifting or carrying of objects weighing up to 10 pounds.
  
• Occasional lifting, carrying, walking, and standing.
  
• Frequent hand/eye coordination to operate computer screens and keyboards.
  
• Clear speech communication to effectively communicate with stakeholders and public safety organizations.
  
• Hearing and listening to maintain communication to handle routine and emergency calls.
  
• Vision to read reports and other written material.
  
• Frequent speech communication and hearing to maintain communication with employees and community members.
  

Work Environment:

• Essential duties performed primarily in a clean, comfortable environment.
  
• Work may occasionally occur in a hybrid of office/home locations.
  
• Various noise levels with periods of high activity and volume.
  

Equipment Used:

• Computer and other standard office equipment, which includes multiple monitors.
  
• This position may require the incumbent to occasionally use personal equipment (e.g. vehicle, cell phone, tools, etc.) in the course of their employment.
  

For Veterans preference: Please show all of your employment history, including military service and related documentation (DD214) on the application.

The City of Aurora is an equal opportunity employer. We are required by state and federal agencies to keep certain statistical records on applicants. It will not be used in any way to discriminate against you because of your sex, race, age, sexual orientation, creed, national origin, disability or military status, gender identity, unless related to a bona fide occupational qualification as defined by the Colorado Civil Rights Commission and the Equal Opportunity Commission.

Despite the changes in Colorado law, the City of Aurora maintains a drug-free workplace. A positive test of marijuana is grounds for disqualification and ineligibility for employment with the city for one year or termination once hired.

Drug Testing, Thorough Criminal Background Check, and Employment References:
As a condition of employment, all applicants selected for employment with the City of Aurora must undergo a thorough criminal background check and drug screening. Employment references will be conducted on finalists for City of Aurora vacancies.