Supervisor of Administration, Public Works

1 month ago

Victoria, Canada The Corporation of The City of Victoria Full time

**Job Description**:
**Supervisor of Administration, Public Works**

**Competition Number**:24/240

**Posting Scope**:Internal / External

**Posted Date**:October 31, 2024

**Closing Date**:November 21, 2024, 4:30 PM PST

**Department**:Engineering & Public Works

**Posting Type**: Continuous (Regular Full-Time)

**Work schedule**:Monday to Friday ( 37.5 hour work week)

**Salary**:$ 50.45 per hour, Pay Grade 15 (under review)

**Job Code**:4174

**Employee Group**:This is a CUPE Local 50 position

**Number of Vacancies**:1

**POSITION FUNCTION**

The Supervisor of Administration is responsible for leading the Public Works Administrative Support Team. This role oversees the flow of departmental information, contributes to budget development, supports payroll and correspondence, coordinates yard maintenance tasks, and organizes special events.

**KEY DUTIES**

**Administrative Support and Event Supervision**:

- Coordinate, assign, and review the work of approximately five staff handling data entry, support for special projects, reports and research, payroll, and responding to public and internal inquiries on City infrastructure projects and maintenance programs.
- Develop, implement, and update the framework for the department’s administrative processes, including establishing and maintaining administrative filing systems.
- Maintain records and archives for potential legal or court requests.
- Liaise with vendors, department staff, and outside agencies to organize and execute events, orders, and information requests.
- Address inquiries and requests from City staff, departments, outside agencies, and the public.
- Research and analyze data to prepare business case proposals for new programs and projects, or for changes to existing processes.
- Conduct site inspections at various locations to review work progress and requirements.

**Financial Coordination**:

- Oversee financial documentation, including exception report reconciliation, invoice consolidation, and cost recovery to ensure internal and external accuracy.
- Participate in budget development by reviewing previous expenditures and forecasting future needs for the Public Works Administrative Support office.
- Coordinate the department’s financial activities, including budgeting, contract administration, accounts payable and supply management.

**Team Leadership**
- Coordinate, assign, and review the work of staff involved in clerical, storekeeping, purchasing, and administrative support functions, ensuring schedules, procedures, and established performance and safety standards are met.
- Provide training and contribute to performance appraisals for the administration team.
- Represent the department on committees as required.

**Communication and Correspondence**
- Request, compile, and organize correspondence and reports for timely approval.
- Assist with preparing and distributing time-sensitive reports, presentations, and announcements.
- Draft and edit correspondence for internal and external audiences.

Perform related duties where qualified.

**INDEPENDENCE**
- Work is generated by annual objectives, departmental work plans, requests from council, and in response to the needs of the department.
- Work is reviewed as required through discussion with Supervisor.
- Issues such as major system changes, staffing levels and budget approvals are discussed with Supervisor.
- Issues such as major expenditures and/or changes to departmental procedures and practices are discussed with Supervisor.

**WORKING CONDITIONS**

**Physical Effort**:

- Sit with arms unsupported while keyboarding. (often)

**Mental Effort**:

- Short periods of intense concentration while reviewing program data. (often)
- Meet multiple deadlines. (often)
- Handle complaints and negative comments. (often)

**Visual/Auditory Effort**:

- Focus on a variety of source data and computer for long periods of time. (often)

**Work Environment**:

- Office.
- Presence on construction sites. (rare)
- Work outside in all weather conditions. (rare)
- May be required to work evenings and weekends on occasion. (premium item)

**KEY SKILLS AND ABILITIES**
- Ability to exercise sound judgment in administrative decisions, problem-solving, and updating work procedures.
- Demonstrated supervisory and leadership skills with ability to motivate staff and collaborate with cross-functional teams.
- Ability to multitask in a fast-paced environment with strong attention to detail.
- Ability to manage time effectively, including meeting tight and shifting deadlines.
- Ability to work effectively, professionally and timely with all staff, public and outside agencies.

**QUALIFICATIONS**

**Formal Education, Training and Occupational Certification**:

- Diploma in business or public administration or related field. (2 years)
- Accounting Level 2 Certificate. (1 year)
- Current and valid BCMSA Safety Supervisor Certification.
- Current and valid Class 5 B.C. Driver's Licence.

**Experience**:

- 3 year

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