Administrative Support Supervisor - Public Works

City of Corvallis Public Works

The goal of the Public Works Department is to support and enhance the quality of life for community members by delivering responsive and efficient services to all neighborhoods and to maintain reliable and cost-effective public works facilities and systems in a manner that emphasizes customer satisfaction and good stewardship of natural, fiscal, and staff resources.

About the Position

The Administrative Support Supervisor plans, directs and supervises the Public Works administrative support group. Functional areas include personnel management, contract management, payroll processes, department public records requests, web page maintenance, reception and customer service. The position performs a variety of advanced administrative and technical support functions for Public Works. Responsible for working independently within broad guidelines and has decision-making responsibility on administrative processes and budget, interactions with the public, and research methods.

Full-Time, non-represented

Management Exempt position

12-month probationary period

Must meet all qualifications and requirements as listed in the position description.

Duties include, but are not limited to the following:

• Plan, direct and monitor services provided by Public Works administrative support staff. Schedule work and supervise daily activities to ensure timely completion of tasks. Develop goals, objectives, policies and work plans for administrative processes; monitor policies, workflow processes and procedures to achieve work group objectives and performance measures. Utilize staff efficiently and effectively to cover operations.
• Evaluate effectiveness of administrative support services and programs and recommend improvements and modifications. Research technology developments and formulate strategies to meet operational requirements. Develop customer service expectations and oversee training and implementation of procedures.
• Manage all administrative systems, including filing of historical records ensuring quality control and data consistency, tracking and destruction of confidential files consistent with Public Records law and all legal requirements. Facilitate Public Record Requests for the department.
• Provide assistance to business operations as needed, including supporting budget-related tasks, running reports, data entry, and quality assurance activities.
• Coordinate the department’s casual recruitment process and provide support to management throughout the recruitment process for regular positions. Prepare and monitor the completion of recruitment documents, ensuring compliance with department and City policies and procedures. Assist with training new supervisors and managers in the recruitment process. Complete new hire paperwork and components of department orientation for casual staff. Track casual and volunteer hours for compliance with City policies.
• Direct staff in the administrative components of the department contracting process, including monitoring contract termination timeframes and compliance with State regulations, such as BOLI.
• Coordinate with Central Administrative Services on the preparation of information for City Council packets, respond promptly to their requests ensuring they are referred to appropriate staff. Review staff reports, monthly and quarterly reports, advisory board minutes, and other department documents for format, grammar, and content accuracy.
• Assist with, review and compose policies, procedures, resolutions and ordinances. Design, create, compose, and/or review official written materials that will be sent or provided to the general public. Respond to community member complaints regarding work group services by initiating action and conveying results to community members and ensure that actions taken by administrative support staff are complete.
• Perform liaison functions with other City departments.
• Organize, implement and manage department-wide activities.
• Oversee the creation, maintenance and update of department web pages.
• Maintain knowledge base to communicate, administer and ensure compliance with applicable State and federal programs and regulations including BOLI, FMLA/OFLA, OSHA, ADA, DMV, FMCSA and all other applicable rules and laws.
• Monitor and coordinate purchasing of materials, equipment, and supplies to comply with purchasing policy guidelines and to remain within established budgetary constraints. Coordinate and/or participate in projects related to area of responsibility. Conduct cost analysis on purchasing alternatives. Maintain service contracts for area of responsibility.
• Provide expert consultation, assistance, technical advice, and support to the Internal Services Division Manager. Develop information resources, project data, and historical reference files. Participate in division planning and coordination.
• Function as a team member in the management and operation of assigned program areas. Provide technical and operational input for improvements to administrative services; provide technical guidance to ensure highly productive and effective work teams and programs. Coordinate activities with other supervisors, managers, and work groups.
• Maintain training and expertise in National Incident Management Systems (NIMS). Mobilize staff and resources to address emergency response efforts.
• Respond to emergency calls during business hours and after hours and coordinate emergency response activities. Must be able to respond on site within 60 minutes.
• Manage and evaluate safety, training and security policies and procedures within the Administrative Workgroup. Investigate accidents and accident claims and implement modifications as required. Conduct staff safety meetings and ensure safety inspections are conducted as required.
• Perform other related administrative duties including those of any position that reports to the Public Works Administrative Support Supervisor if necessary.
• Attend meetings and serve on a variety of City committees and task teams
• Operate and drive a motor vehicle safely and legally.

It is the responsibility of all City of Corvallis employees to:

• Participate in the Emergency Management program including planning, classes, training sessions, exercises and emergency events as required.
• Respond as directed during unforeseen events, inclement weather, emergencies, or officially declared States of Emergency to support the continuity and restoration of critical public services, facilities, and infrastructure.
• Act ethically and honestly; apply ethical standards of behavior to daily work activities and interactions. Build confidence in the City through own actions.
• Maintain effective work relationships.
• Conform with all safety rules and perform work in a safe manner.
• Deliver excellent customer service to diverse audiences.
• Adhere to all City and Department policies.
• Arrive to work, meetings, and other work-related functions on time and maintain regular job attendance.
• Perform other duties as assigned.

Supervisory Duties – This is a management position which includes the following duties:

• Effectively supervise assigned staff. Perform personnel duties such as selection, coaching/mentoring, training, employee/labor relations, evaluating performance, succession planning, discipline and termination. Create and maintain an effective work environment by communicating goals and expectations for staff performance, counseling employees as appropriate, and supporting employee engagement efforts.
• Develop, manage, and monitor the budget for assigned budget area. Establish and monitor appropriate department financial measures. Interpret and use financial data to make informed business decisions.
• Effectively promote and supervise a safe work environment. Comply with all safety rules and perform work is a safe manner. Ensure staff maintain a safe working environment in compliance with Federal, State, and City health and safety guidelines and regulations.
• Represent the City of Corvallis by responding to the public, community members, its employees, and others in a prompt, professional, and courteous manner. Regard everyone, internal and external, as a customer and deliver the best service possible in a respectful and patient manner.

Qualifying Education / Experience

• Associates degree in Business Administration, Accounting or related field and at least seven years of professional experience implementing or managing an administrative office for an organization. -OR- Bachelor’s degree from an accredited college or university in Business Administration, Finance, Accounting or related field and at least three years of professional experience implementing or managing an administrative office for an organization.
• Or an equivalent combination of nine years’ post-secondary education, experience and/or trainingqualifying the incumbent to perform the essential functions of the position.
• At least three years of work experience in an increasingly responsible supervisory or leadership capacity.
• Training and/or experience in contract management, administrative systems, and/or records management.

Desired Qualifications

• Experience working in the public sector or a government agency.

Certifications / Licenses

• Possession or ability to obtain and maintain a valid Driver’s License.

Knowledge / Skills / Abilities

Knowledge of: applicable local, state and federal regulatory requirements; principles of supervision and human resource practices, budgeting and record-keeping; computer software including electronic mail, spreadsheets and word processing programs; cash-handling; computer hardware and networking; traffic laws and defensive driving.

Skill in: strong analytical, leadership, organizational, and interpersonal skills; effective written and oral communication.

Ability to: ability to interpret and apply applicable local, State and federal regulatory requirements; work under time constraints, manage evolving situations, perform multiple tasks effectively, evaluate and motivate staff to maximize organizational efficiency and effectiveness; plan, assign and supervise the work of subordinates to accomplish goals and objectives; prepare and present comprehensive written and oral reports on complex issues to a non-technical audience; make appropriate decisions, apply independent judgment, solve problems and prioritize support activities and programs in a cost effective manner; get along well with coworkers and maintain working relationships, including effective labor relations; maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information; organize tasks and establish priorities based on the needs of the department; use a multi-line phone system, personal computer including word processing, spreadsheet, and data base software; use copy and fax machines, calculator and other related tools and equipment.

In Addition: the employee shall not pose a direct threat to the health or safety of the individual or others in the workplace; have demonstrable commitment to sustainability; and have demonstrable commitment to promoting and enhancing diversity, equity and inclusion.

Must have ability to pass a pre-employment background and/or criminal history check.

Position is open until filled.

Applications must be received by 8:00 AM on Monday, November 16, 2026, to be considered with first review.

Applicants are encouraged to include a cover letter and MUST include a resume with the online application; however, resumes will not be accepted in lieu of a completed online application. Late or incomplete applications will not be accepted/considered.