Administrative Supervisor (Cemeteries Division/Parks And Recreation Department)

Posting Title Administrative Supervisor (Cemeteries Division/Parks and Recreation Department) Job Requisition Number COA092465 Position Number 115147 Job Type Full-Time Division Name Grounds and Maintenance Minimum Qualifications

Education and/or Equivalent Experience:

• Graduation with a Bachelor's degree from an accredited four (4) year college or university with major coursework in Business, Public Administration or in a field related to the job, plus four (4) years of professional experience in staff support functions such as personnel, purchasing, or finance, (2) two years of which were in a lead or supervisory capacity.

• Master's Degree may substitute for required experience up to a maximum of two (2) years.

• Experience or education may substitute up to the maximum of four (4) years.

Licenses or Certifications:

• None.

Notes to Applicants

The City of Austin Parks and Recreation Department (PARD) provides, protects and preserves a park system that promotes quality recreational, cultural and outdoor experiences for the Austin community. Working with the City of Austin provides a number of health and welfare benefits, such as medical, paid leave time, a great retirement plan, training opportunities and more! Click HERE for more information.

The purpose of the Administrative Supervisor position is to provide administrative support and leadership to the PARD Cemeteries Division administrative team on highly technical and specialized tasks regarding cemetery operations.

Other relevant duties include, but are not limited to:

• Manage interview process: coordinate interviews, and create, distribute, and maintain recruitment documents.

• Ensure accuracy of BANNER time entry by administrative staff.

• Review and reconcile staff credit card transactions in Works.

• Create and manage work orders in PARD's MicroMain work order system.

• Perform various tasks and projects as assigned by the Division Manager and Facility Process Managers.

Application Instructions/Job Requirements:

• Application: A detailed, complete application is required, and applicants must include on their Employment Record all experience (work and/or volunteer) related to this job posting - up to 10 years or more; this will be used to determine your base compensation. Employment Record dates must include month and year. Verification of employment history dates on resume should match online Employment Application. Statements such as "See Resume" will not be accepted and a resume alone will not be accepted in lieu of a complete online application.

• Skills Assessments: Skills assessment(s) may be required as part of the recruitment process.

• Virtual Interviews: PARD may conduct virtual interviews.

• Military/Veteran: An applicant claiming Military/Veteran status must provide a copy of his or her DD-214(s), or valid comparable document, at the time of interview.

• Physical Requirements: Tasks may involve bending, lifting, walking, carrying, or using a force equal to lifting up to ten (10) pounds. Work environment includes inside, and outside environmental conditions, extreme temperatures, and hazards associated with equipment operation including fumes, oils, gases, and mists. Must be physically and mentally able to communicate, respond, and work with participant's needs and safety issues.

Other:

• Posting Guidelines: PARD reserves the right to close posted positions prior to the advertised close date, based on recruitment strategies and business needs. This posting may be used to fill other vacancies in other divisions/work locations within the City of Austin Parks and Recreation Department. Decisions on assigned selection will be made at the time of hire based on the business needs of the department.

• Travel: If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

• Tobacco and Vape-Free Workplace: PARD work site locations are tobacco-free. Use of tobacco products and/or e-cigarettes is not permitted on any PARD work site - including construction sites, parking lots, garages or in any personal vehicles located on the premises.

Pay Range

$26.61- $31.87 per hour.

Hours

Work/Location Schedule Notes:

• Variable 40 Hours per week schedule.
• 7 a.m.

• 4 p.m., hours depend upon Department's needs.

• Days off may be other than Saturday, Sundays, and holidays.

• May be required to work during special events, evenings, weekends, & holidays.

• May be required to work during city emergencies such as extreme weather events.

Job Close Date 10/10/2024 Type of Posting External Department Parks and Recreation Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location Austin Memorial Park, 2800 Hancock Drive Preferred Qualifications

Preferred Qualifications:

• Experience in managing administrative staff in a fast-paced environment while dealing with the public, funeral homes, and death care industry related vendors, stakeholders, and contractors.

• Experience managing calendars, technical writing, editing memos, tracking assignments, and working with multiple departments and priorities.

• Experience managing cemetery related burial and space sales and reviewing marketing strategies, industry trends, and revenue reports related to the death care industry.

• Experience as a liaison for the employer between different organizational units, communities, stakeholders and diverse populations, including researching, responding to, and resolving complaints with other Managers, employees and the public.

• Experience providing customer and community outreach services to the public.

Preferred Skills:

• Advanced proficiency in Microsoft Office to include Word, Excel, Teams, and Outlook, including possessing strong oral and writing skills, developing spreadsheets and presentations, and completing research projects.

Other:

• Ability to travel to more than one work location.

Duties, Functions and Responsibilities

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Coordinates and ensures adherence to quality standards, deadlines and proper procedures of work performed by office, administrative, or customer service employees.

• Provides employees with guidance in handling difficult or complex problems and in resolving escalated complaints or disputes.

• Interprets and communicates work procedures and policies and procedures to staff and assures compliance.

• Responds to and resolves sensitive inquiries and complaints, and issues from both internal and external sources. Interprets policies and procedures and recommends appropriate courses of action.

• Acts in a liaison capacity with other departments, divisions, and organizations.

• Prepares and presents comprehensive and detailed reports by compiling, reviewing, and analyzing data; provides written and/or oral reports. Works on multiple/diverse complex issues requiring advanced knowledge and experience.

• Develops and monitors budget.

• Monitors projects performance and timelines.

Responsibilities

• Supervisor and/or Leadership Exercised:

• Responsible for the full range of supervisory activities including selection, training, evaluation, counseling, and recommendation for dismissal

Knowledge, Skills and Abilities

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of the daily operations of the area supported.

• Knowledge of supervisory and managerial techniques and principles.

• Knowledge of city practice, policy and procedures.

• Knowledge of applicable processes, techniques and methods.

• Knowledge of fiscal planning and budget preparation.

• Skill in oral and written communication.

• Skill in handling multiple tasks and prioritizing.

• Skill in using computers and related software applications.

• Skill in data analysis and problem solving.

• Skill in planning and organizing.

• Ability to work with frequent interruptions and changing priorities.

• Ability to establish and maintain good working relationships with city employees and the public.

• Ability to conduct research, identifying and analyzing trends, including root cause analysis.

Criminal Background Investigation This position has been approved for a Criminal Background Investigation. EEO/ADA

The City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.