Location
Description
The City of Thousand Oaks has an excellent opportunity for an Office Supervisor who has demonstrated the ability to effectively supervise and oversee the administrative activities of an assigned department. The Supervisor must have an enthusiastic, positive, motivated and professional demeanor.
The City has an immediate opening in the Community Development Department.
At the City of Thousand Oaks, we are committed to providing exceptional services to our community and fostering a collaborative work environment. We value teamwork and innovation and are dedicated to pursuing excellence in our service.
Highlights of the position:
- Serve as a key contact for the Community Development Department while gaining exposure to the various aspects of service and support for the City’s overall mission-critical municipal operations
- Utilize a diverse set of skills; organization, technological, financial, communication, collaboration, and leadership
- Contribute to the overall development, inclusiveness, and engagement of multiple teams and make a difference for the community we serve
The Office Supervisor will assist in identifying and developing improvements to department processes and procedures to continually improve service delivery to our customers and will be responsible for supervising and overseeing the work of office support personnel for the Community Development Department to ensure detail- and deadline-oriented practices.
Primary responsibilities:
- Plans, organizes, directs, supervises, and evaluates the work of assigned staff
- Maintains staff performance through coaching, counseling, planning, monitoring, and appraising results
- Coordinates administrative functions, including processing employee status changes, managing personnel records, reconciling purchasing cards, and authorizing travel
- Using various software systems, maintains accurate records, and ensures the confidentiality of information
- Assist in preparing and administering the operating budget for the department
- Creates and distributes departmental reports as needed; oversees the Grant application process, including reimbursements for all divisions within the department
- Performs the more technical and complex tasks of the work unit including handling confidential information and correspondence
- Assists in organizing and administering the Citywide Records Management Program
- Managers and updates the Community Development content on the City’s website
- Welcomes new employees to the department and conducts office overview and department orientation
- Serves as the go-to person for office inquiries
- Performs other administrative duties as required
Ideal Candidate
The ideal candidate should possess:
- A positive, forward-thinking approach to provide excellent administrative and office support
- Strong attention to detail and commitment to confidentiality, discretion, and professionalism
- Six or more years of increasingly responsible office administrative and/or secretarial experience
- Minimum of one year of supervisory experience
- Bachelor’s degree from an accredited college or university with major course work in business, public administration or related field is desired
- Exceptional verbal and written communication skills
- Excellent time management, prioritization, and decision-making skills to manage multiple tasks
- Technological aptitude for utilizing various Office 365, data management, and proprietary software systems
- A participative management style focused on excellent customer service
- Outstanding problem solving, decision making, planning and organizational skills
- Ability to work very effectively and collaboratively with many people inside and outside the City organization
- A valid Class C California driver’s license
Core Competencies:
- Team Builder
- Customer Focused
- Interpersonally Effective
- Accountable
- Strategic Thinker
- Planner & Organizer
- Problem Solver & Decision Maker
- Technically Knowledgeable
Benefits
The City of Thousand Oaks offers excellent benefits including:
Medical, Dental, Vision, Pension Retirement Plan, 401(a), Retirement Health Savings Plan, Tuition Reimbursement and more. Click here for more information.
Special Instructions
FILING DEADLINE - Open until filled. First candidates review is scheduled for Monday, September 9, 2024.
Applications and supplemental questions will be reviewed on an on-going basis and candidates are encouraged to apply before 9/9/2024. Please note, this recruitment may close without notice at any time after the first candidate review.
SUPPLEMENTAL QUESTIONNAIRE - Applicants are required to complete the Supplemental Questionnaire. This will be used throughout the process to assist in determining each applicant's qualifications for the position.
REASONABLE ACCOMMODATION - The City of Thousand Oaks makes reasonable accommodation for individuals with disabilities to participate in the selection process. If you wish to request an accommodation in order to participate in the selection process, you must inform the Human Resources Department in writing no later than the final filing date. Applicants requesting an accommodation should document the request including the type and extent of accommodations requested to participate in the selection process and/or perform the duties of the job for which applied.
VETERAN'S PREFERENCE - In order to qualify for Veteran’s Preference a Form DD214, or other acceptable proof of service, must be submitted by the deadline date/time noted in the job announcement. Any veteran who has successfully completed all phases of a selection process for employment with the City shall be granted a final interview regardless of his or her ranking on the eligibility list, providing he/she meets the criteria for an eligible veteran.
The provisions of this bulletin do not constitute a contract, expressed or implied, and any provisions contained in this bulletin may be modified or revoked without notice.