Planning and Community Development Administrative Supervisor

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Planning and Community Development Administrative Supervisor

Salary

$85,668.00 - $103,788.00 Annually

Location

City of Bellingham, WA

Job Type

Full Time

Job Number

24-PCD Admin Supervisor

Department

Planning and Community Development

Opening Date

05/03/2024

Closing Date

5/20/2024 8:30 AM Pacific

FLSA

Exempt

Bargaining Unit

231

• Description

• Benefits

• Questions

Nature of Work

Do you enjoy providing executive assistant level support to your organization's leadership? A re 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 Teamsters (Supervisory and Professional Unit) Collective Bargaining Agreement (https://cob.org/about/employment/labor-agreements-pay-schedule) 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 Washington State Department of Retirement Systems (https://www.drs.wa.gov/) 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:

• Labor Agreements, Pay Schedules and E-Team Employee Handbook - City of Bellingham (cob.org) (https://cob.org/about/employment/labor-agreements-pay-schedule)

• Employment Benefits - City of Bellingham (cob.org)

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

ESSENTIAL FUNCTIONS OF THE JOB:

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Develops, recommends and implements improvements to office systems and procedures to improve efficiency of operations and service delivery methods.

• Makes arrangements and processes documentation for travel, training, conferences and other events; arranges for travel reimbursements per City policy.

• Compiles information on budget, work schedules and staffing for use in establishing short and long-range goals, as assigned.

• 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:

• Participates in various Department meetings as a management team member. Records and distributes meeting minutes.

• May act as back-up receptionist for the department as needed.

• 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.

Experience and Training

• High school diploma or equivalent.

• Three (3) years of progressively responsible administrative management experience in an office with public contact or comparable work experience required.

• Two years of supervisory experience preferred.

• Demonstrated proficiency in use of computer for word processing applications, data entry, database, office management applications, timekeeping applications, spreadsheet applications and similar computer software is required.

• Municipal or other public sector experience preferred.

• Associate Degree or comparable vocational training in office management, business administration, public administration or equivalent is strongly preferred.

An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills and ability to successfully perform the essential functions of the job will be considered.

Necessary Special Requirements

• Employment contingent upon passing a criminal background check.

Selection Process

As part of the application process, a cover letter is required.

Within the cover letter, please answer the following questions:

• Why is this position appealing to you, and why is it the right step for you in your career?

• What experiences and skills would you bring to the Planning and Community Development Department?

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). Provide as much detail as you believe will fully describe your experience and training.

First Round Interviews for the most qualified candidates are tentatively scheduled for the week of June 10, 2024. Invitations to participate in the Interview process will be sent via e-mail on or around May 31, 2024.

Second Round In-Person Interviews are scheduled for the week of June 17, 2024.

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.

Fair Hiring Practices

• The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.

• The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.

• The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.

• The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our benefits section (https://www.cob.org/employment/pages/benefits.aspx) for additional information.

This position is represented by the Teamsters 231 bargaining unit. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the Teamsters 231 labor agreement (https://www.cob.org/employment/Pages/labor-agreements-pay-schedule.aspx) .

This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the DRS website (http://www.drs.wa.gov/) for more information on PERS.

01

As part of your application, please submit a cover letter addressing these questions:

Why is this position appealing to you, and why is it the right step for you in your career?

What experiences and skills would you bring to the Planning and Community Development Department?

Have you attached the required documents?

• Yes, I included all required documents for review.

• No, I understand that my application is incomplete and will not be considered.

  02

  Do you have a high school diploma or equivalent?

• Yes

• No

  03

  Do you have three (3) years of progressively responsible administrative management experience in an office with public contact or comparable work experience?

• Yes

• No

  04

  Do you have proficiency in use of a computer for word processing applications, data entry, database, office management applications, timekeeping applications, spreadsheet applications and similar computer software?

• Yes

• No

  05

  Or, in place of the above requirement, do you have a combination of relevant post-secondary education and experience that provides you with the required knowledge, skill and ability to be considered? If yes, please briefly describe.

  06

  Please check the boxes below if you have any of the preferred qualifications:

• Two years of supervisory experience

• Municipal or other public sector experience

• Associate Degree or comparable vocational training in office management, business administration, public administration or equivalent

  07

  Describe in detail your administrative management experience in an office with public contact or comparable work experience.

  08

  Describe how you prioritize work in a dynamic or rapidly changing environment.

  09

  Describe your experience providing outstanding service to internal and external customers including employees, management, agencies and the general public.

  Required Question

Agency

City of Bellingham

Address

104 West Magnolia Street Bellingham, Washington, 98225

Phone

360-778-8228

Website

http://www.cob.org/employment

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