Overview
Office Supervisor Jobs in Mesa, AZ at City of Mesa, AZ
The City of Alexandria is bordered by Washington D.C. and the Potomac River, Arlington and Fairfax counties, and Maryland. The small city has a cosmopolitan feel with 150,000 people living within its 15.75 square miles. At the Department of Community and Human Services, we provide essential safety net services to help city residents enjoy a sense of well-being, safety and self-sufficiency. Our behavioral health programs provide compassionate services that support self-determination and recovery. The beauty of our diverse and resilient people and our commitment to race and social equity, coupled with a historic district dating to 1749, charming waterfront, vibrant arts community and unique places for foodies and shopping, make the City of Alexandria a uniquely wonderful place to live, work and play. We invite all qualified candidates to learn more and apply for our Administrative Support II position.
General Statement of Duties:
The Administrative Support II plays a key role in supporting the Workforce Development Career Center (WDC) by managing all administrative tasks. Under the direction of the Career Center Supervisor, the incumbent provides essential administrative support to jobseekers registered with the WDC. The position requires the individual to be at least 18 years old and available to work up to 20 hours per week. Strong organizational and interpersonal skills are essential for success in this role.
Examples of Duties:
Administrative Support: Provide daily support to supervisors, including managing schedules, coordinating meetings, making room reservations, and assisting with event logistics.
Reception & Front Desk: Perform rotating duties at the Career Center and Front Desk, handling tasks such as reception, answering phones, directing inquiries, and transferring them to the appropriate staff member.
Office Management: Track building maintenance needs, communicate schedule changes, and manage office supplies and inventory. Serve as a back-up receptionist as needed.
Visitor Coordination: Greet and register guests, manage visitor access badges, and coordinate meetings and conference room reservations. Arrange catering for meetings and office functions.
Customer Service: Model outstanding customer service by establishing and maintaining effective, cooperative relationships with a diverse group of internal and external customers in a friendly, service-oriented, and professional manner.
Communication & Confidentiality: Communicate effectively with senior management personnel, handle customer issues with de-escalation techniques, and maintain confidentiality in a highly visible office.
Operational Support: Operate standard office equipment, including printers, copiers, fax machines, and mail machines. Demonstrate proficiency in computer skills, utilizing a variety of professional and financial tools to assist clients.
Data Management: Maintain case notes, program files, and work schedules as directed by the supervisor. Review and update client data and employment information in the WDC customer tracking system.
Document Review: Review outgoing correspondence and reports for proper format, accuracy, and policy adherence.
Customer Service Data: Gather, enter, analyze, and utilize customer service data to improve the effectiveness and efficiency of services at the front desk and career resource center.
Database Utilization: Utilize various WDC database resources to serve clients (training provided as needed). Perform data entry, triage visitors, answer phone calls, and guide in-person inquiries with limited supervision.
Administrative Needs Assessment: Analyze short-term administrative needs, such as supply and equipment status, and determine if work orders are necessary. Notify relevant individuals of progress and inquire about the status of pending tasks.
Documentation & Recordkeeping: Ensure proper documentation and recordkeeping to support effective administration and information management.
Other Duties: Perform additional tasks as assigned by the supervisor.
This role requires an individual who is highly organized, able to manage multiple tasks efficiently, and comfortable in a dynamic, fast-paced environment. The Administrative Support II will be a crucial member of the team, supporting a variety of administrative functions to ensure the smooth operation of the WDC.
Minimum Qualifications:
Some clerical experience and completion of high-school-level courses in bookkeeping, arithmetic and English; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Preferred Qualifications:
Fluent & Bilingual in English, Spanish or Dari; Previous experience working with diverse individuals within the human services arena.
Title: Office Supervisor
Company: City of Mesa, AZ
Location: Mesa, AZ
