Administrative Services Supervisor (Promotional Opportunity)

This promotional recruitment is for the position of Administrative Services Supervisor in the Police Department reporting to the Chief of Police. This promotional opportunity is open to current regular City of Santa Cruz employees only. The eligibility list established from this promotional recruitment is valid for up to one year from the date established unless the list is extended or abolished by the Human Resources Director.

This promotional eligibility list established from this recruitment may be used to fill any Administrative Services Supervisor vacancies that occur in other departments that utilize this classification during the duration of the list.

Under general supervision, the Administrative Services Supervisor manages, directs, coordinates, and performs the administrative workload of a large department including the development and maintenance of work systems and procedures.

Recruitment #25-061

CANDIDATE APPLICATION AND SELECTION PROCESS:

The following process may be changed as deemed necessary by the Human Resources Director. The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.

• On Thursday, 03/13/25 , recruitment will close. All application materials must be received by the Human Resources Department by 5:00 pm; postmarks are not accepted. To apply, submit:

1. Application - online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the Apply button to begin the online application process.
2. Response to supplemental questions - will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here must also be included in your employment history on the main application.

• Week of 03/17/25: Applications will be competitively screened based on the minimum qualifications for this position. Candidates will be notified of their status in the recruitment once all applications have been reviewed. Candidates meeting the minimum qualifications will be asked to submit a Non-Sworn Personal History Statement.
• Week of 04/21/25: Oral examination will be tentatively scheduled for top candidates the week of 04/21/25. Candidates invited to the oral examination will be notified of the date and time of their appointment two weeks prior to the oral exam.
• Chief's Interview - important information: The Chief's interview will be conducted for finalists following the results of the oral examination. Finalists will undergo a thorough background investigation including polygraph examination before the Chief's interview.

• Internal candidates who are current regular SCPD employees who have already undergone and passed the background investigation will not be required to submit the PHS and go through the background check again.

**For Police Department Positions**

An intensive background investigation will be conducted on final candidates in accordance with the Peace Officer Standards and Training Commission Peace Officer Background Investigations Guidelines. Candidates will also be required to successfully pass a polygraph examination administered by a licensed polygrapher.

Qualified candidates will be requested via email to submit a Non-Sworn Personal History Statement form (PHS). To view this PHS form and the questions asked, go to .

IMPORTANT: Please wait until requested to submit a Personal History Statement, but you may review the form and reasons for disqualification, but DO NOT submit with your application. You must wait until requested to submit your form. Only qualified candidates interested in the position with the Police Department will be required to submit this.

(May include, but are not limited to, those duties listed below.)

• Manages, organizes and participates in administrative and support activities through the development, implementation and modification of procedures regulating daily operations and related support services.
• Designs, implements, revises as necessary and maintains business continuity that ensures efficient operations.
• Supervises assigned administrative staff, participates in staff selection, trains, monitors performance and provides feedback and coaching to employees; reviews and appraises work performance.
• Reviews and evaluates work methods and procedures, recommends changes in work processes, forms, and work flow to ensure efficient operations in accordance with policies and procedures.
• Coordinates and reviews work assignments for supervised administrative personnel, including the completion of regular periodic work-assignment schedules and administrative support for advisory bodies.
• Independently composes correspondence and reports related to routine department business, updates records, compiles and retrieves data, produces spreadsheets and reports for staff by using software options and applications to generate customized data and information.
• Assists in the preparation and monitoring of the administrative division budget and may assist with the departmental budget and controlling expenditures.
• Coordinates the processing of purchase orders and invoices, and human resources related documents such as but not limited to personnel action forms, job requisitions and employee trainings.
• Prepares routine administrative reports by researching, assembling and summarizing information and data.
• For the Parks and Recreation position, oversees the process for issuing department related permits. This includes, reviews, evaluates and approves requests for events within the City; coordinates the use of City facilities and logistics related to permit requests; develops conditions of use that provides event requirements, policies, and specific compliance information.
• Coordinates departmental procedures to ensure compliance with the scheduling requirements of City ordinances, resolutions and interdepartmental procedures.
• Develops and manages hard copy and electronic filing systems for various departmental records.
• Oversees the utilization of information management systems by coordinating implementation, training staff in proper use and application, assisting problem resolution at the user level or contacting technical support, monitors operations to ensure that systems, methods and procedures are used correctly and efficiently.
• Oversees Department website content and ensures its accuracy and relevancy.
• Oversees phone and office reception; responds to public inquiry and complaints, resolves or refers issues as appropriate.
• Coordinates the dissemination of Citywide and department informational materials for the public and City employees.
• Develops and coordinates department administrative systems, arranges meetings and itineraries, and works under pressure to prioritize a variety of tasks to ensure deadlines are met.
• May survey constituents and customers on delivery of service and satisfaction.
• Orders, issues and maintains departmental supplies and equipment; maintains inventory controls.
• May perform any duties of the Administrative Assistant I/II or Administrative Assistant III.
• Performs other related duties that may be reasonably expected as part of this classification.

WORKING CONDITIONS

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard and mouse. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:

Education and Experience:

• High school graduation or tested equivalent and four (4) years of increasingly responsible administrative experience, including one year of lead or supervisory responsibility;

or

• High school graduation or tested equivalent, successful completion of two years of college-level course work in Business or Public Administration or a related field, and two years of responsible general office experience including one year of lead or supervisory responsibility.

Successful completion of City of Santa Cruz’s Employee and Leadership Development (formerly Supervisory Training) Program is accepted in lieu of the lead or supervisory experience.

Knowledge :

• Standard office procedures, practices and equipment.
• Proper grammar, spelling, punctuation and business correspondence format.
• Policies and practices of effective supervision and performance management.
• High proficiency with administrative software programs.
• Principles of budget development and administration.
• Concepts of customer service, satisfaction, and experience.
• Virtual communication tools and Microsoft Office software, including Outlook, Word, PowerPoint and Excel.

Skills :

• Type 45 words per minute or better.
• Read and write effectively, compose correspondence, assemble routine administrative reports and edit the work of others.
• Perform basic mathematical functions to effectively maintain budgets and process routine financial documents.

Abilities :

• Effectively organize, direct and review the work of other administrative staff.
• Take technical information and terminology and distill/summarize into clear, key points and action items.
• Maintain confidentiality of sensitive information.
• Learn and effectively use both city and proprietary department business software applications such as Eden Financial, Kronos timekeeping, Zoom administration, OnBase content platform, Tyler Eden payment system, PowerPoint and Department specific software platforms.
• Communicate clearly and concisely, orally and in writing.
• Establish and maintain effective working relations with City staff, City officials, outside agencies and the general public.
• Interpret, apply, document and explain applicable administrative and departmental policies and procedures.
• Understand and carry out oral and written directions.
• Work independently in the absence of specific instruction.
• Analyze situations appropriately and adopt effective courses of action.
• Operate desktop and laptop computers, as well as conference room technology.

Licenses and Certificates

• None required.

OTHER REQUIREMENTS

• Willingness to work some evenings and weekends as needed.

• Administrative Services Supervisor
• Administrative Assistant III
• Administrative Assistant I/II

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