Administrative Supervisor

JOB LOCATION

City of Aurora, Colorado

It is an exciting time to work for the City of Aurora, we're growing and looking for dedicated and collaborative individuals to join our team of talented and valued employees. Excellent organizations have a set of principles, or core values, that are used to implement their mission and vision. Those values represent the touchstone for the organization, guiding the decisions of the individuals and the organization. At the City of Aurora, we demonstrate our excellence by modeling the CORE 4 Values of: Integrity, Respect, Professionalism, and Customer Service, and we welcome all who share these values to apply.
 
Why Work for Aurora?

• Make a difference in the lives of real people every day
• Diverse community
• Competitive total compensation package
• Well-Funded General Employees Retirement Plan
• Light rail station minutes away
• On-site fitness center and overall employee well-being programs Internal educational programs to assist with career advancement
• Access to innovation workspaces

PRIMARY DUTIES & RESPONSIBILITIES

OVERVIEW OF POSITION / DEPARTMENT

The Administrative Supervisor and Executive Specialist manage a team of administrative staff that supports 20-25 Attorneys who provide legal services to the City Council, City Management, and the various City departments. This person will act as the Executive Specialist for the City Attorney and Chief Deputy. He/she will also manage, monitor, and enhance the office workflow as well as supervise and manage the rest of the administrative staff. He/she will be the primary contact for vendors, external partners and agencies, and other City departments. He/she must possess high attention to detail and be able to effectively work in a legal office environment that has a high volume of work.

PRIMARY DUTIES & RESPONSIBILITIES

• Personally provides all aspects of needed administrative support for the City Attorney and the Chief Deputy City Attorney

• Manages administrative support staff, conducts performance evaluations, coordinates training, implements hiring, discipline, and termination procedures

• Provides direction and support for office-level goals and recommends and implements best practices in the office to ensure the highest quality services

• Prepares, administers, and tracks budgets and expenditures, while monitoring project timelines and budgets • Serves as key contact for vendors, external partners/agencies, and other City departments, including high-level or confidential correspondence

• Plans, implements, and oversees administrative support services to maintain and improve the efficiency of legal office workers

• Helps maintain computers, legal electronic case management, and e-discovery systems by evaluating and reporting issues to software technicians

• Prepares, reviews, proofs, and processes a variety of departmental documents and reports

• Prepares regulatory and other department reports

• Oversees staffing of special projects

• Functions as the department’s timekeeper and payroll administrator as needed

• Approves leave for employees in Workday and ensures staff submit their work time entries weekly for payroll processing

• Assesses workflows to ensure work is distributed evenly among team members

• Makes decisions as to the interpretation of City policies and procedures

• Updates support staff office procedure and training manuals

• Composes and types high-level and/or confidential correspondence

• Processes all necessary paperwork for hires and terminations and adds/removes access for ID badges and office databases as needed • Provides administrative support services to the City Attorney and Chief Deputy

• Performs additional duties as assigned. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.

Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

MINIMUM QUALIFICATIONS & WORKING CONDITIONS

An equivalent combination of education, training, and experience that demonstrates required knowledge, skills, and abilities may be considered.

• Associate degree in business administration or related field

Experience:

• Five (5) years of administrative support experience

• Lead or supervisory experience preferred

• Knowledge of Business English and math

• General knowledge of personal computers and related word processing software applications

• Broad knowledge of the organization and focused on productivity and innovation

• Use of personal computers and related word processing software applications

• Accurately and efficiently processes information using a keyboard

• Strong interpersonal, analytical and organizational skills

Abilities:

• Establish and maintain effective working relationships with employees and citizens.

• Communicate effectively both verbally and in writing

• Handle stressful situations with tact and diplomacy

• Ability to work well under pressure and meet deadlines with little supervision

• Ability to effectively communicate and collaborate with different departments, divisions, and both up and down the chain of command

Licenses and Certifications:

• Valid Colorado driver's license with a good driving record

• Notary Public

WORKING CONDITIONS

Essential Personnel:

• When a local announcement of emergency or disaster is declared by the city, all City of Aurora employees may be required to work as essential personnel.

Physical Demands:

• Light physical work requiring the ability to lift, push, or pull a 20-pound object with or without assistance. • Occasional lifting and carrying

• Some standing and walking to monitor and work on personal computers

• Frequent hand/eye coordination forthe operation of a computer keyboard and office equipment

• Vision to read and interpret information and computer data

• Frequent speech communication and hearing to maintain communication with employees, justice system personnel, and citizens

Work Environment:

• Works primarily in a clean, comfortable environment

Equipment Used:

• Frequently uses standard office equipment, including computer, calculator, multi-line telephones, and copy/fax machines.

• This position may require the incumbent to occasionally use personal equipment (e.g., vehicle, cell phone, tools, etc.) in the course of their employment.

The city of Aurora will implement furlough days (unpaid days off) for most employees in 2026. The scheduled furlough dates are January 16, April 10, July 2, and December 24.

For Veterans preference:  Please show all of your employment history, including military service and related documentation (DD214) on the application.
           
The City of Aurora is an equal opportunity employer.  We are required by state and federal agencies to keep certain statistical records on applicants.  It will not be used in any way to discriminate against you because of your sex, race, age, sexual orientation, creed, national origin, disability or military status, gender identity, unless related to a bona fide occupational qualification as defined by the Colorado Civil Rights Commission and the Equal Opportunity Commission.
                                         
Despite the changes in Colorado law, the City of Aurora maintains a drug-free workplace.  A positive test of marijuana is grounds for disqualification and ineligibility for employment with the city for one year or termination once hired.
 

Drug Testing, Thorough Criminal Background Check, and Employment References:
As a condition of employment, all applicants selected for employment with the City of Aurora must undergo a thorough criminal background check. 

Applicants selected for safety-sensitive positions are required to complete and pass a drug screening as a condition of employment. Safety sensitive positions include Civil Service positions within Police and Fire Departments and positions where their job responsibilities have direct and substantial responsibility that would impact the health and safety of others.  

Employment references will be conducted on finalists for City of Aurora vacancies.