Job Description

Posting number: 23 -07783

Department: Public Works

Division: PW Administrative Support

Job classification: Administrative Coordinator - PW

Posting type: Open & Promotional

Categories: Administration

Summary

The City of Boise is seeking an experienced Administrative Coordinator to provide high-level support to department leadership and help coordinate the people, projects and processes that keep the department running effectively. This role oversees daily administrative operations, manages complex executive calendars, supports strategic initiatives and ensures clear communication among leadership, staff and external stakeholders.

This is an excellent opportunity for someone who enjoys organizing complex work, improving processes and helping teams succeed. The ideal candidate brings extensive executive-level administrative experience, strong project coordination skills, sound judgment and the ability to manage competing priorities with professionalism and discretion.

Required Knowledge, Experience, And Training

• High school diploma or equivalent and
• 9 years of progressive experience working in an administration, clerical support position representing a program with governing guidelines, providing front-line customer service combined with clerical responsibility for processes and systems, or an equivalent combination of education and/or experience.

Knowledge of:

• Principles, methods and practices of executive-level administrative support
• Principles and practices of project management; public records management; strategic planning support to align department functions with organization goals
• Computer usage including related software

Ability to:

• Maintain confidentiality, prioritize conflicts, improve processes, follow through on projects to successful completion
• Communicate effectively in the English Language at a level necessary for efficient job performance
• Perform all essential functions as assigned by an authorized employee, supervisor, and/or manager with or without reasonable accommodation
• Individuals must be capable of operating vehicles safely and have an acceptable driving record

Licensing And Other Requirements

• Valid state-issued driver's license.

Special Requirements- Applicants must be able to pass:

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check

Hybrid Work Eligible

To ensure internal equity and alignment with the approved budget for this position, offers are made within the posted hiring range. Although the hiring range is fixed, employees receive an exceptional benefits and total rewards package that enhances the overall value of employment with the City of Boise.

Why the City of Boise?

The benefits are real and among the best in the Treasure Valley:

• Zero-cost premium medical coverage for you and your family (an estimated $10,000 - 20,000 value)
• PERSI retirement (11.96% Employer Contribution) plus employer-matched 401(k)/457b
• 10 hours vacation/month (grows with tenure), 12 paid holidays, and 8 hours sick leave/month
• 10 weeks paid parental leave
• $500 annual wellbeing incentive
• Tuition reimbursement and free local bus pass
• Basic life and long-term disability insurance at no cost

Examples of duties

Coordinates day-to-day work, delegates tasks and sets deadlines for the assigned team. Provides guidance, direction and support for training and reviews work. Ensures effective collaboration with other teams. Listens to team members’ input and feedback and resolves any issues or conflicts.

Provides advanced administrative support to executive-level staff. Manages executive calendars, requiring a high attention to detail and interaction with internal and external executives and assistants to schedule various meetings. Proactively reviews calendars for conflict identification and resolution, ensuring priority meetings are scheduled. Tracks and follows up on action items and deliverables from meetings. Plans and creates agendas for executive sta? and ensures all materials needed are prepared and accessible.

Ensures effective communication and collaboration across divisions and departments, advancing strategic projects and programs. Assists in the development and administration of departmental and citywide policies, ensuring compliance with regulations and procedures. Keeps policies up to date and available to staff.

Maintains and tracks deadlines and assists with task completion for department initiatives. Identifies inefficiencies in administrative processes and implements improvements. Uses data to develop solutions to enhance productivity and efficiency within the department and provide leadership insights and reports. Prepares and presents reports. Troubleshoots technical issues and recommends new technologies where applicable. Provides training and support for department software systems, ensuring that all staff are proficient in the use of workflow systems and other administrative tools.

Plans, organizes and executes departmental meetings, events and special projects. Oversees emergency preparedness documentation and coordination. Assists with preparation of presentations, reports, complex documents, and materials for city council, committees and community outreach initiatives.

Organizes, creates, compiles and prepares internal and external documents and maintains city standards to ensure consistent quality and tone. Prioritizes strategic information and understanding of department data to develop comprehensive reports and communications to management, city staff and the public. Drafts, edits and presents materials for internal communications, public reports and presentations to city officials and the public.

Facilitates the use of an electronic record management database including filing and scanning, ensuring accurate and timely management of records and in accordance with public records management laws and regulations.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Qualifications

Preferred Knowledge, Experience, And Training

• Bachelor's degree in business, finance, public administration or a closely related field and twelve years of advanced executive administrative support, or an equivalent combination of education and/or experience
• Experience working in a governmental setting

Supplemental information

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts

While performing the duties of this job the employee is occasionally lifting/carrying up to 35 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds and rarely pushing/pulling up to 35 pounds. The noise level is rarely moderate. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision and distance vision. Employees will sit, stand, walk, reach and grasp. Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions, outdoor weather conditions, extreme temperatures, in wet and humid conditions, areas of dust, odors, mist and gases or other airborne matter. Employees will also drive a vehicle as part of this position.

This position works: some after hours meeting attendance