Administrative Operations Supervisor chez City of Green Bay, WI

About the Department

Are you interested in leading a dynamic administrative team and supporting initiatives that shape the future of Green Bay?  The City of Green Bay’s Department of Community and Economic Development is seeking a skilled, solutions-focused Administrative Operations Supervisor to manage our office operations and support the vital work we do to enhance our community.

Hiring Range: $36.19-$39.39 per hour

Work Schedule: Monday-Thursday, 7:30 a.m.-5:00 p.m. and Friday, 7:30 a.m.-11:30 a.m.

No residency requirement.

The City of Green Bay is a leader in employee health and wellness with its Health/1265 program with a goal to engage all employees in their own health and well-being by providing insurance premiums incentives and other benefits.

We are committed to fostering a diverse and inclusive work environment.  We invite candidates of all backgrounds and experiences to apply, knowing that unique perspectives enhance our service to the community.

Position Duties

1. Plans, assigns, supervises, and evaluates the work of administrative clerks.   Interviews and selects applicants for positions. Provides training and orientation of administrative clerks. Responsible for front office procedures and staffing. Manages related daily issues.
2. Participates in managers meetings and department team meetings involving discussions and decisions on department operations and policies. 
3. Provides recommendations for annual budget and works with Director, Accountant, and managers on budget preparation, review, and submittal. Monitors expenses and revenues throughout the year. Prepares and reviews budget status reports. Responsible for maintenance of budget accounts.  Responsible for records of revenue, receipts and deposits. Maintains inspection receivables account for expenses and billings related to demolitions and nuisance abatement work. Functions as the liaison to other City departments on administrative and financial matters. 
4. Responsible for accounts payable functions. Codes invoices for payment from appropriate general ledger account and approves invoice entry batches. Maintains records for various department operations. Involves expense tracking and billing of chargebacks for federal programs.
5. Provides oversight and review of processes relating to all Boards and Commissions served by the Community and Economic Development Department. Involves all aspects of meeting preparation, mailing of notices, agenda packet preparation, minutes, and Council reports. Performs work for the Green Bay Redevelopment Authority and Tax Incremental Districts Joint Review Board. Coordinates execution of development agreements and other documents with developers and City officials. 
6. Provides oversight, review and improvement of processes relating to front office responsibilities involving the issuance of building permits, scheduling of inspections, communications with customers, and processing of payments.
7. Reviews and submits legal notices for publication. Reconciles billings and issues payments for various accounts with Official City newspaper. Maintains records on Affidavits of Publication.   
8. Responsible for department purchasing functions including the purchase of office supplies, field supplies for inspectors, safety equipment, furniture, and clothing. Reconciles assigned purchasing cards and responsible for maintenance of records.  Authorizes requisitions and vouchers in the Director’s absence.
9. Processes all confidential materials for Community and Economic Development Department.  Maintains personnel records. Initiates, tracks, and prepares required personnel action forms.    Responsible for training and travel arrangements. Handles reservations, registrations, travel reimbursements and other employee reimbursements.
10. Responsible for oversight of conference room use, copy machine/printer operation and maintenance, and overall functioning of department equipment, furniture, supplies, etc. This would include development and maintenance of Standard Operating Procedures.
11. Performs other duties as assigned. 

Minimum Qualifications

• Associate degree in Supervisory Management, Accounting or related field.
• Five years of office management experience.
• Prior supervisory experience desired.
• Valid driver's license and good driving record. 

A combination of equivalent experience and/or education may be considered.
 

Other Qualifications

• Comprehensive knowledge and skill in the principles of management and administration including accounting and bookkeeping, budget management, financial reporting, and record keeping.  Comprehensive knowledge of the principles and techniques of effective supervision and evaluation skills.  Considerable knowledge of standard office procedures and routines, department programs and policies.  Knowledge of local government organization and procedures. 
• Strong interpersonal communication and analytical skills. Sufficient supervisory skills to effectively supervise assigned staff. Sufficient communication and human relation skills to effectively communicate with people at all levels of the organization. Must possess the analytical and planning skills to evaluate current systems, determine needs, implement changes, and assess impacts of recommendations. Good computer skills including familiarity with word processing, databases, graphics, spreadsheets, and desktop publishing programs.
• Proficient skill and ability to learn and adeptly apply departmental rules and regulations. Ability to use a computer and the required software, including spreadsheets. Ability to understand and carry out complex oral and written instructions, work independently without specific instruction, and handle confidential materials with discretion. Ability to communicate effectively both orally and in writing. Ability to establish and maintain effective working relationships with staff and the public.
• Ability to organize and maintain a variety of office records, determine formats for reports of various documents and correspondence.  Ability to work the required hours of the position.

PHYSICAL REQUIREMENTS

Ability to perform the following activities:
 

• Lifting up to 10-20 pounds.
• Carrying up to 10-20 pounds.
• Frequent standing and sitting.
• Ability to focus on projects for long periods of time.
• Ability to reach, stoop and lift.

 
The above is not to be construed as an exhaustive statement of duties, responsibilities or requirements.
 

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