ADMINISTRATIVE SUPERVISOR - CW at Village Center Community Development District

The Villages, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

02 Feb, 26

Salary

0.0

Posted On

04 Nov, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Advanced Communication Skills, Supervisory Skills, Customer Service, Organizational Skills, Microsoft Office Proficiency, Data Management, Meeting Coordination, Performance Evaluation, Budget Analysis, Conflict Resolution, Recruitment, Training Coordination, Document Management, Process Improvement, Team Collaboration, Time Management

Industry

Government Administration

Description

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on… The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence, and a “drive” for accuracy to join our Community Watch Department. This position requires a solid background of advanced communication skills. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports The District and its surrounding community. The District is looking for an individual with a desire to utilize their cutting-edge supervisory skills in support of the Community Watch department. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization. Competitive Benefits as a full-time employee of the District: * Medical Insurance (fully paid for employee single coverage) * Voluntary health benefits, including Dental and Vision Insurance * 401(a) Retirement Plan, with contributions funded by the District * 457(b) Retirement Plan, permitting employee pre-tax deferrals * Flexible Spending programs for both Medical and Dependent Care * Employee Assistance Program * Paid Time Off * Tuition Reimbursement * Public Service Loan Forgiveness Eligible * Tier 2 qualifying organization for The Villages Charter School JOB SUMMARY This position reports to the Director of Community Watch. Supervises and coordinates the administrative support team to ensure efficient delivery of departmental administrative services and strategic support functions. Provides strategic administrative support and oversight related to the management and operation of Community Watch, including the Orna CAD system. Position also supervises the department’s daily office operations. This is a multi-faceted position responsible for successfully working and communicating with residents, supervising administrative staff, improving processes and serving as a liaison for all levels of management, department members, vendors and other government entities &/or District departments with little or no supervision. Additionally, provides support to Director and Managers as needed and leads projects as assigned. ESSENTIAL DUTIES AND RESPONSIBILITIES (INCLUDES, BUT NOT LIMITED TO) ADMINISTRATIVE * Oversees calendar management and setting appointments. * Coordinates meetings and room set up as necessary. * Oversees processing and record maintenance of department members’ training requests, approvals, ensuring successful completion of same through required District and/or HR processing. * Production of data, including but not limited to flowcharts, time management, etc., using current available software, or identifying software needed to produce same, as requested and within required timeframes. * Extensive use of queries and reports utilizing various Community Watch reporting systems. * Assists/creates, edits and publishes various documents as needed, i.e., annual reports, project narratives, various forms and reports, etc. * Coordinates community outreach initiatives and communications through appropriate staff or vendors. * Drafts agendas, takes, distributes and keeps logs of meeting minutes as directed. * Manages the selection, training, and performance evaluations of administrative support staff. * Manages performance of all administrative support staff for conformance to policies, procedures, and departmental standards. Prioritizes workflow to efficiently meet the demands of the Community Watch Department. * Provides strategic advice to Community Watch Managers, and other senior staff, as appropriate. * Conducts employee performance evaluations and provides documentation to recognize, counsel and discipline employees in accordance with District policy in a timely manner. Leads resolution of conflicts and complaints between residents, staff and other departments in a timely, effective manner. PERSONNEL * Coordinates recruitment, selection, and on-boarding of new staff, including overseeing the posting of open positions, setting up interviews, prescreening, reference checks, new hire processing and years of service. * Oversees processing of new hire forms, (Dream Sheets, contact information, fuel PIN and driver authorization forms, Information Systems User Agreement, etc.) through supervised staff. * Reviews and revises job descriptions for Community Watch as directed. * Responsible for collecting, tracking and completing the process of all probationary and annual evaluations. This includes review for signatures, dates, goal sheets, etc. Performs follow up tracking with supervisors for evaluations. * Manages all documents as it relates to employees; (employee change notice, red and blue schedule, open positions list, hiring, evaluations, transfers, promotions, terminations, retro-pay, etc.). * Communicates to supervisors any change of staffing due to postings and/or Dream Sheets. * Maintains all employee records such as address changes, phone numbers, emergency contacts, etc. * Manages Dream Sheets and processes selection of personnel, working with supervisors, as positions become open. * Deactivates all Fuel PIN Cards upon resignation/termination of employees. * HR Training Schedule Coordinator for Community Watch Employees, ensuring successful completion of same through required District and/or HR processing. * Manages software for Community Watch to include creating postings of open positions, retrieving and tracking all applications, sending HR completed tracking sheets once position is closed and candidate(s) selected. Assists Community Watch employees as needed to apply for open positions in the Community Watch Department. * Responsible for ensuring badges, name tags and gate name plates are ordered and distributed to Community Watch employees as needed. * Responsible for Internet Requests: creating/processing/terminating for all office personnel. PAYROLL * Oversees the preparation of employee change notices for payroll processing of new hires, current employees, sub supervisors, terminated employees, lump sum awards, transfers, promotions, medical terminations, and address changes as needed. BUDGET * Assists with the collection, analysis and communication of budget data for preparation of the annual budget. GENERAL * Participates in Orna CAD system training and maintains working knowledge of the program to support system updates, user assistance and reporting. * Must be able to respond “after-hours” in case of Emergency. * Keep current with District and Department policies and changes/updates to ensure the ability to abide by and enforce same as it relates to daily duties and responsibilities. * Assists Department Managers with any project by means of reports, statistical data, letters, memos, correspondence, spreadsheets and flow charts. * Responsible for establishing and maintaining official documents and records in appropriate files. * Utilizes Microsoft Outlook to schedule meetings and appointments, write letters, reports and prepare documents as needed. * Assists in the development and facilitation of work processes to continuously improve the flow of work, quality of services delivered and productivity of the department. * Conducts proof reading of department documents as requested prior to release of same by the department. * Prioritizes daily workload while handling multiple tasks. ADDITIONAL * Performs other duties as assigned. * May be expected to perform additional duties in an emergency. ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (INCLUDES, BUT NOT LIMITED TO) * Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization. * Models behavior to the District Core Values at all times. MINIMUM EDUCATION AND EXPERIENCE * Associates Degree (AA) or equivalent from two-Year College or technical school; six months to one-year related experience and/or training; or equivalent combination of education and experience. MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS * Valid Florida Driver’s License required. * All candidates and employees must successfully pass background screening. MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (INCLUDES, BUT NOT LIMITED TO) KNOWLEDGE * Knowledge as required to support the Essential Duties and Responsibilities. SKILLS * Proficient personal computer skills and proven intermediate or better proficiency level in knowledge of Microsoft packages involving Word, Excel, Access, Outlook and Power Point. * Proven ability to provide excellent customer service to our residents. * Excellent verbal communication skills and professional appearance. * Strong work ethic and commitment to providing optimal Customer Service. ABILITIES * Ability to be well-organized & successfully multi-task in a fast-paced environment to meet multiple demanding deadlines. EQUIPMENT Position regularly requires use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine. WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. WORK ENVIRONMENT The work environment characteristics 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. While performing the duties of this job the employee will be exposed to the following: * The employee is exposed to an interior office environment, with moderate change in temperature. The work environment is inside an air-conditioned building. * The noise level in the work environment is usually moderate. * There are frequent interruptions from the staff and public for information or assistance. PHYSICAL REQUIREMENTS The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the following applies: * Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, handle or feel objects or controls, push/pull, use hands/fingers, reach forward and overhead, kneel, stoop, twist, squat, sit, balance. * The employee must occasionally lift and/or move up to 10 pounds. * Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Responsibilities

The Administrative Supervisor will supervise and coordinate the administrative support team to ensure efficient delivery of services within the Community Watch Department. This role involves providing strategic administrative support, managing daily office operations, and serving as a liaison among various stakeholders.