Office Supervisor

The City of Waukesha is an award winning, growing community located along the shores of the Fox River, 15 miles west of Milwaukee. The City is the 7th largest in the state with a population of close to 72,000 people and was included in Money Magazine's 100 Best places to live in 2019.

This position provides administrative and clerical leadership for the Department and supervises the Front-Line Administrative Team. Assists in managing, implementing, and evaluating department marketing initiatives.

Schedule: M-F, 8am-430pm, Occasional nights and weekends based on business needs

Starting salary: Depending on qualifications, $28.1916-$33.1254

Initial interviews: TBD for those selected to move forward in the process

Tentative start date: TBD

Explore the City's benefits here: City of Waukesha Benefit Guide

It is not typical for someone to be hired at or near the top of the salary range.  The specific compensation offered to a candidate is reviewed and based off a variety of factors including skills, qualifications, experience, certifications, and internal equity. Essential Duties:

Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

• Manages, coordinates, schedules, and supervises the Front-line Administrative Team; provides training and technical assistance, assigns, prioritizes and manages workload. Provides support to the department for registration software.

• Manages programs as assigned, such as the Financial Assistance Program, payment plans for Before and After School, and payments through other organizations such as Waukesha County Health and Human Services. Participates in Department and/or City committees as assigned.

• Prepares, posts, and distributes meeting agendas and minutes including supportive materials for PRF Board. Acts as a backup proctor for PRF Board Meetings.

• Maintains and troubleshoots various technical and administrative issues with office equipment. Manages maintenance agreements, inventory, supplies, and ensuring the adherence to applicable policies and procedures.  Manages the disposal of old equipment and unclaimed property (lost and found).

• Researches, recommends, and develops Department policies and procedures. Coordinates compliance related to Accreditation standards. Serves as a resource point for policy, procedural, informational, or technical inquiries both internally and externally including records management.

• Performs research, prepares monthly/annual reports, and performs analytical tasks (such as customer analysis) in support of the Director, Managers and Supervisors.

• Prepares, distributes, and files applicable contracts and agreements for final executed copies.

• Recruits, hires, supervises, and evaluates all personnel associated with Front-line Administrative Team tasks.

• Processes on-boarding paperwork for new employees. Processes off-boarding paperwork for outgoing employees and assists in Department seasonal hiring process including training staff.

• Maintains and updates staffing lists; processes change of address requests; maintains PRF Board list.

• Uses City-wide accounting system to monitor budgets, track payments, research payment history and correct any errors in concert with manager.

• Assists with overseeing accounts payables and receivables; may serve as tertiary contact for these processes. Prepares invoices for departmental services.

• Oversees maintaining and implementation of administrative policies and procedures following city guidelines including cash handling.

• Performs administrative tasks such as screening, routing, and answering correspondence, assisting the public by investigating and resolving problems and/or complaints, training employees on departmental procedures.

• Oversees and assists manager in marketing materials and goals for the Department such as updating website, activity guide production, newsletters, surveys and other print media. Maintains applicable departmental databases.

• Participates in Department and/or City committees as assigned.

• Assists manager with special projects such as CAPRA, Needs Assessment, Gold Medal, etc.

• Assists in the preparation of the annual budget.

Typical Qualifications:

Graduation from high school plus at least 2 years of additional college coursework in Business or a related field, and at least 4 - 6 years of experience with customer service, marketing, and/or accounting in an office environment; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of

• Municipal payroll and accounting systems, principles and practices.

• Business English, including grammar, punctuation, format and tone.

• Marketing principles and graphic design techniques

• General office procedures and the use of standard office equipment and relevant software programs.

Ability to

• Multitask and prioritize workload.

• Assign and supervise the work of others.

• Work independently with minimal supervision.

• Work with automated spreadsheet programs and to organize and present information in a concise and logical manner.

• Work with sensitive information and maintain confidentiality.

• Maintain complex records and prepare reports.

• Establish and maintain effective working relationships with supervisors, coworkers and the public.

Skill in

• Oral and written communications.

• Organization and attention to detail.

• Dealing courteously and professionally with others.

Necessary Special Requirements

• Ability to pass a criminal background.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment.

• Specific vision abilities required by this job include close vision, prolonged visual concentration and the ability to adjust focus.

• While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.

• The employee must occasionally lift and/or move up to 50 pounds.

The City of Waukesha is an Equal Opportunity Employer

It is not typical for someone to be hired at or near the top of the salary range.  The specific compensation offered to a candidate is reviewed and based off a variety of factors including skills, qualifications, experience, certifications, and internal equity.

Internal City applicants: please review HR Policy F2 Salary Plan and Administration regarding promotions/transfers.