Administrative Manager II - Public Works

City of Boise; Boise (ID); Hybrid; USD 80,000 - 100,000; Full time

Benefits offered by this job

Medical coverage for employee and/or a

PERSI retirement plan

Paid time off (vacation) and holidays

Paid parental leave

Wellbeing incentive

Tuition reimbursement

Public transportation pass

Life and disability insurance

Job summary

The City of Boise Public Works Department seeks an experienced Administrative Manager II to lead administrative operations across the department and oversee a team responsible for executive support, general administration and records management. You will drive efficient processes and align resources with department priorities to serve staff and leadership.

As an administrative leader, you will develop teams, improve workflows and collaborate with Public Works leadership to solve challenges while

Qualifications

• Bachelor’s degree in public administration, business administration, or related field.
• Eight years of progressively responsible administrative support at the executive level, including three years supervising staff.
• Equivalent combination of education and experience acceptable.

Responsibilities

• Lead and strengthen administrative operations across the Public Works Department.
• Oversee a team responsible for executive support, administration and records management.
• Coordinate complex administrative functions and improve workflows and business processes.
• Establish consistent practices and ensure resources align with department priorities.
• Collaborate with leadership to solve operational challenges and enhance efficiency.

Skills

Executive support

Staff supervision

Records management

Workflow improvement

Strategic leadership

Education

Bachelor’s degree in public administration

Master’s degree in public/business administration

Job description

The City of Boise Public Works Department is seeking an experienced Administrative Manager II to lead and strengthen administrative operations across the department. This role oversees a team responsible for executive support, general administration and records management while ensuring department-wide processes are organized, efficient and responsive to the needs of staff and leadership.

The Administrative Manager II will provide leadership to a small to mid-sized team, coordinate complex administrative functions and identify opportunities to improve workflows, systems and business processes. Working closely with Public Works leadership and teams throughout the department, this position will help establish consistent practices, solve operational challenges and ensure administrative resources are aligned with department priorities.

This is a strong opportunity for an experienced administrative leader who enjoys developing teams, improving how work gets done and supporting a large, diverse department that provides essential services to the Boise community.

To ensure internal equity and alignment with the approved budget for this position, offers are made within the posted hiring range. Although the hiring range is fixed, employees receive an exceptional benefits and total rewards package that enhances the overall value of employment with the City of Boise.

Required Knowledge, Experience, And Training

• Bachelor’s degree in public administration, business administration, or a related field
• Eight years of progressively responsible experience providing administrative support at the executive level including three years in a supervisory role
• An equivalent combination of education and/or experience.

Licensing And Other Requirements

• Valid state-issued driver's license.

Special Requirements

Applicants must be able to pass:

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check
• Criminal Justice Information System background check (CJIS)
• Hybrid Work Eligible

Why the City of Boise?

The benefits are real and among the best in the Treasure Valley:

• 100% Employer paid medical coverage for you and your family.
• PERSI retirement (11.96% Employer Contribution) plus employer-matched 401(k)/457b
• 10 hours vacation/month (grows with tenure), 12 paid holidays, and 8 hours sick leave/month
• 10 weeks paid parental leave
• $500 annual wellbeing incentive
• Tuition reimbursement and free local bus pass
• Basic life and long-term disability insurance at no cost

Disclaimer

This job posting may close earlier than the listed closing date. If this occurs, a minimum of 24 hours’ notice will be provided prior to closing.

Applications received for this recruitment may be used to fill similar vacancies within the City of Boise as they occur.

Manages the work of professional, technical and/or other staff; determines organizational structure, staffing needs, and work strategies; ensures adequate resources are available for staff to perform work duties; and ensures that assigned operations and activities comply with organization goals and objectives.

Provides oversight and guidance in workflow, business systems, quality assurance and general administration. Maximizes productivity by matching resources with priorities. Organizes, tracks, compiles and prepares documents and monitors standards to ensure consistent quality. Assists with projects requiring specialized and focused resources. Directs or conducts research, collects and compiles information and creates statistical and narrative reports.

Acts as liaison for the public works director. Performs complex administrative duties. Coordinates appointments and the division calendar. Prepares, drafts and distributes official documents. Identifies and implements department administrative process improvements.

Coordinates and executes the Public Works Commission monthly meetings and provides related documents. Coordinates ceremonial events. Oversees the Constituency Issue Resolution Tracking System and responds to concerns or requests, or directs them to the appropriate staff member.

Manages internal department web content, recruitment and training. Works with the Information Technology (IT) department for special projects.

Oversees records management program legal compliance, records handling, equipment purchases, quality assurance, program data collection and reporting, workload planning, retention practices, development of policies and procedures, training implementation and public records requests.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Required Knowledge, Experience, And Training

Bachelor’s degree in public administration, business administration, or a related field and eight years of progressively responsible experience providing administrative support at the executive level including three years in a supervisory role, or an equivalent combination of education and/or experience.

Knowledge of

• Office practices and procedures
• Research methods
• Computer usage including related software
• Electronic records management.

Ability to

• Provide executive-level administrative support, administration, supervision and event planning
• Demonstrate significant attention to detail
• Organize work effectively
• Prioritize and carry out multiple tasks at once with little or no direct supervision
• Provide leadership, motivation, oversight and direction to others
• Exhibit initiative and problem-solving skills
• Read and comprehend complex legal, regulatory, procedural and policy material
• Communicate effectively in the English Language at a level necessary for efficient job performance
• Perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

Master’s degree in business, public administration or a closely related field and twelve years of experience providing advanced executive administrative support and working as a supervisor.

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts

While performing the duties of this job the employee is occasionally lifting/carrying up to 10 pounds and rarely lifting/carrying up to 20 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds and rarely pushing/pulling up to 35 pounds. The noise level is rarely moderate. Work includes sensory ability to talk, hear, smell and touch. Work in this position also includes close vision and distance vision. Employees will sit, stand, walk, reach and grasp. Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions, outdoor weather conditions, extreme temperatures, in wet and humid conditions, areas of dust, odors, mist and gases or other airborne matter. Employees will also drive a vehicle as part of this position.