Lead Administrative Assistant - Leisure Services

Job Overview

GENERAL SUMMARY: Lead the administrative customer service/administrative support team for the Leisure Services Department. Perform advanced clerical and administrative support functions and perform related work as required. The ideal candidate possesses the ability to follow a management style that is input oriented and values equity, problem solving and the development of partnerships; works effectively as a member of a team; and desires to be part of an organization that values service, people, integrity, responsibility, innovation, and teamwork.

DISTINGUISHING FEATURES OF THE CLASS: The work in this class involves leading, planning, supervising, coordinating, and evaluating the work of others; assisting the Leisure Services administrative team; and responsibility for the performance of complex and varied administrative, customer service, communication, and clerical duties. Employees in this class are required to exercise independent judgment and discretion. Work is performed under the supervision of the Leisure Services Director and reviewed through conferences and results achieved.

Job Duties

• Lead, manage, perform, and train others on all clerical and administrative activities related to a full-service customer service desk for all divisions of Leisure Services supporting resident’s issues, requests, inquiries, and registrations in a professional manner.
• Hire, supervise, train, and evaluate customer service and administrative support personnel.
• Schedule operational activities, assign clerical and administrative duties, set appointments, meetings, and travel; make accommodations for each. Determine and select resources needed to accomplish tasks.
• Coordinate operational activities for all Leisure Services divisions such as coordination of budget preparation activities.
• Operate computers, computer software, office equipment, and communications equipment or systems and troubleshoot.
• Prepare business correspondence, contracts, purchase orders, budget reports, presentations, employee work schedules, informational or reference materials, research, and technical reports. Read materials to determine needed actions.
• Research and compile data from various sources in a uniform way.
• Provide and create reports from various software and decision makers.
• Utilize city software to create new processes and workflows to increase productivity and efficiency in daily operations.
• Search files, databases, and reference materials to obtain needed information. Analyze information from various databases to provide clean data as needed and identify trends.
• Train and assist personnel with process or software implementation.
• Proofread documents, records, or other files to ensure accuracy.
• Monitor, maintain, and update internal controls procedures, as needed.
• Develop, provide input and/or implement organizational policies, standard operating procedures.
• Report maintenance, equipment problems, personnel issues to appropriate personnel.
• Record information from meetings or other formal proceedings.
• Maintain, manage confidential information and files. Maintain records, files, and digital archives.
• Compose correspondence, agendas, newsletters, articles, and media releases.
• Maintain and search for information on department website, digital archives, minutes, social media and more.

KNOWLEDGE, SKILLS AND ABILITIES:

• Administration and Management - Knowledge of business and management principles involved in resource allocation, human resources, leadership technique, supervision, training, performance evaluation, and coordination of people and resources, and planning. Changing what is done based on other's actions. Skills in confidentiality.
• Data Collection and Analysis - Strong organizational and record-keeping abilities. Skills in high-level ability to work with computers and tech, software programs, and maintain and prepare reports. Working knowledge of Microsoft Office Suite and online meetings platforms.
• Clerical and Technology – Skills in administrative, office, customer service, and clerical procedures, systems, and equipment such as software applications for documents and spreadsheets, managing files and records, designing forms and newsletters, and other office procedures and terminology. Ability to learn new software and city processes and troubleshoot current city and department software. Ability to improve efficiency and processes.
• Diversity, Equity, and Inclusion - Knowledge of diversity, equity, and inclusion. Skilled at working with culturally diverse populations. Attentive to the needs of traditionally marginalized communities. Ability to establish and maintain effective working relationships across cultural differences.
• Customer Service – Skills in processes for providing high levels of customer services which includes customer needs assessment, meeting quality standards for services, looking for ways to help people and solve complex problems, and evaluation of customer satisfaction.
• Listening, Speaking, Writing, and Comprehension - Skills in listening to others while not interrupting, understanding what people say, and asking good questions. Communicating with others by speaking clearly. Communication by writing things for co-workers or customers; and reading work related information and understanding what is written.
• Time Management – Ability to manage your time and the time of other people. Ability to manage multiple priorities at the same time and meeting deadlines.
• Law and Government – Knowledge of city ordinance, codes, and city policies. Ability to communicate these to staff and residents.

ENVIRONMENT AND PHYSICAL DEMANDS:

• Frequently required to sit, stand, walk, kneel, and crouch.
• Occasionally lift and/or move up to 15 pounds.
• The typical noise level in the work area is moderate.

Qualifications

MINIMUM QUALIFICATIONS:

• 2 years of related administrative work experience or customer service experience in an office environment; and
• 2 years of relevant supervisory experience;
• Or equivalent combined experience.

PREFERRED QUALIFICATIONS:

• Advanced course work or certificate in administrative or business-related field.
• Associate degree in administrative assistant or executive assistant program.

SUPPLEMENTAL INFORMATION:

RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within fifty (50) miles of their place of employment as soon as practicable after appointment, but within two years of appointment.

FLSA STATUS: Exempt

SUPERVISORY STATUS: Functional

Our Commitment to You:  We are committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities. The City of Dubuque values a culture of equity, diverse perspectives, and life experiences. Our organization embraces innovation, collaboration and work-life harmony. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our diverse community. We are an equal opportunity employer with a commitment to diversity and an inclusive workforce. Women, minorities, veterans, and people with disabilities are encouraged to apply.