Administrative Operations Supervisor

CITY OF GREEN BAY • Green Bay, WI • 1d ago

JOB REQUIREMENTS: 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. Participates in managers meetings and department team meetings involving discussions and decisions on department operations and policies. 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. 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. 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. 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. 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. 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. 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. 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. Performs other duties as assigned. ** OTHER EXPERIENCE AND QUALIFICATIONS: Five years of office management experience. Prior supervisory experience desired. Valid driver\'s license and good driving record. ** APPLICATION INSTRUCTIONS: Apply Online: http://agency.governmentjobs.com/greenbaywi/default.cfm

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