Administrative Services Supervisor

Description

Join a forward-thinking water district where leadership, innovation, and public service come together! Mesa Water District is now hiring an Administrative Services Supervisor who will oversee the Administrative Services department. Reporting to the Chief Administrative Officer, this high-impact role oversees essential administrative functions including Board and executive support and records management, while shaping policies, systems, and processes that support the District’s long-term success. This is a standout opportunity for a strategic, people-centered leader who enjoys working across the organization and making a meaningful difference in a mission-driven environment.

Ideal Candidate:

- Strategic administrative leader with the ability to align policies, procedures, and resources with District goals and Board priorities.

- Trusted advisor to executive leadership, capable of providing high-level, confidential, and sound administrative support to the General Manager and Board of Directors.

- Strong governance and compliance expertise, including experience with Board operations, public meetings, records management, and adherence to applicable laws and regulations (e.g., Brown Act and public records requirements).

- Effective people manager who fosters accountability, collaboration, and professional growth while maintaining a positive work culture.

- Skilled communicator with the ability to translate complex information into clear, concise materials for executives, elected officials, and diverse stakeholders.

- Policy-focused and detail-oriented, with a proven ability to develop, implement, and evaluate administrative policies, procedures, and programs.

- Financially savvy administrator experienced in budget development, monitoring, and reporting within a public agency or similar environment.

- Highly organized and proactive, able to manage competing priorities, anticipate needs, and meet critical deadlines with minimal direction.

- Diplomatic and relationship-driven, comfortable representing the District with outside agencies, auditors, consultants, and the public.

- Ethical and politically astute, with sound judgment when handling sensitive information and navigating complex organizational dynamics.

Why Choose Us?

- Competitive Pay & Benefits - We offer strong compensation and benefits packages that are regularly evaluated to stay ahead of industry standards.

- Supportive Work Culture - At Mesa Water, we foster a fun, collaborative environment where meaningful relationships and teamwork thrive.

- High-Impact Role - This position places you at the center of the District’s decision-making process, working directly with the General Manager, Board of Directors, and legal counsel on matters that shape the future of Mesa Water District.

- Meaningful Work - Your efforts will directly support transparent government operations and community trust, ensuring the District continues to provide exceptional service to the public.

- Employee-Centered Environment - Our organization-wide engagement program reflects our deep commitment to keeping employees motivated, supported, and excited about their work.

Interested candidates must submit applications by the deadline of April 1, 2026.

This is a department supervisor-level classification responsible for planning, organizing, reviewing, and evaluating all District operations and related administrative functions, policies, and procedures. Responsibilities include developing and implementing policies and procedures for assigned programs, budget administration and reporting, and program evaluation. Serves as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of independence, initiative, and discretion within established guidelines.

Administrative Services Department Org Chart

Example of Duties

- Plans, reviews and participates in all Administrative Services department services and activities including support for the Board of Directors and General Manager, Board and Committee packet preparation, and Records Management functions and sections.

- Participates in the development and implementation of goals, objectives, policies, and priorities for assigned services and programs; identifies resource needs; recommends and implements policies and procedures, ensuring alignment with the District’s strategic and operational plan.

- Directs, assigns, and monitors the work of assigned staff members; provides clear, concise, and consistent direction; maintains a positive and productive work environment; evaluates work performance according to District standards and recommends and implements appropriate corrective actions as necessary.

- Provides day-to-day leadership and works with staff to ensure a high performance, customer service-oriented work environment which supports achieving the department’s and the District’s mission, strategic plan, objectives, and values.

- Manages and participates in the development and administration of the department’s annual budget; directs the forecast of additional funds needed for staffing, consultants, contractors, equipment, materials, and supplies; directs the monitoring of and approves expenditures; directs and implements adjustments as necessary to meet changing conditions.

- Plans, directs, manages, and oversees the activities of the Records Management section; ensures development and implementation of a District-wide records management program; oversees accuracy of file maintenance, records retention, and record retrieval.

- Prepares and administers new and existing professional services contracts; develops requests for proposals, reviews proposals and recommends proposal awards; reviews amendments and approves change orders; approves payment requests.

- Monitors and evaluates industry changes and trends; recommends policies, programs, and practices in response to changes and trends; integrates measures to accommodate changes/trends.

- Represents the Administrative Services department to other departments, elected officials, the public, and outside agencies; coordinates assigned activities with those of other departments and outside agencies and organizations.

- Performs District Secretary responsibilities and duties, when assigned; oversees the preparation of Board materials including meeting agendas, packets, minutes, correspondence, and related items; ensures compliance with the Brown Act; serves as custodian of official records.

- Attends board meetings and closed sessions and responds to requests for public records; accepts subpoenas for the District; signs official documents; coordinates required board documents with the County.

- Performs related duties as required.

Minimum & Desired Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

- Education: Equivalent to a bachelor’s degree from an accredited college or university with major course work in public administration, business administration or related field.

- Experience: Six (6) years of professional-level experience in public administration (including supporting elected officials and/or executive leadership), records management, public board meeting management or a related field, including two (2) years in a lead or supervisory capacity.

Supplemental Information

Knowledge of:

- Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.

- Principles and practices of leadership.

- Organization and management practices as applied to the development, analysis, and evaluation of programs, policies, and operational needs of the assigned are of responsibility.

- Operations, services, and activities of a comprehensive administrative services program including conservation, customer service, information technology, public information, and records management.

- Various information technology platforms and operating systems.

- Principles of business writing and report preparation.

- Records management principles and practices.

- Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.

- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and District staff.

- The structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.

- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability To:

- Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.

- Provide administrative, management, and professional leadership for the Administrative Services program.

- Provide administrative and professional leadership and direction for the division and the District.

- Prepare, administer, and monitor a Department budget.

- Manage and direct a comprehensive administrative services program; analyze and assess programs, policies, and operational needs and make appropriate adjustments; identify and respond to sensitive community and organizational issues, concerns, and needs.

- Establish and maintain effective working relationships with all levels of District management, staff, member agencies, outside auditors and others.

- Maintain sensitive and confidential information; establish credibility, trust, and influence with senior leaders; provide employee coaching, counseling, and mediation; interpret complex regulations, laws, and guidelines.

- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

- Effectively represent the department and District in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.

- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

- Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.

- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Holidays – Mesa Water provides full-time employees with 107 holiday hours per year, comprised of twelve observed holidays (96 hours) and (11) floating holiday hours.

Vacation – Employees accrue between eighty-eight (88) and one hundred and sixty (160) hours annually, depending on tenure. Accrued time is available to use after six months.

Sick Leave – Employees accrue ninety-six (96) hours per year, with no maximum accrual cap.

Retirement – Mesa Water employees participate in CalPERS retirement.

Effective January 1, 2013, newly hired employees who are new CalPERS members, as defined by the Public Employees' Pension Reform Act of 2013 (PEPRA), will be enrolled in the CalPERS 2% at age 62 defined benefit plan with a three-year final compensation in accordance with PEPRA. New members will be required to pay 8.25% of pension reportable salary as their full share of their member contribution.

An employee who is a "classic" member of CalPERS or a current member of another California public retirement system who is hired on or after January 1, 2013, will be enrolled in the CalPERS 2% @ 55 benefit formula with one-year final compensation. Effective 1/6/17, employees pay 7.0% of the employee contribution to CalPERS.

The District participates in Social Security. Please contact Human Resources if you have more questions.

Cafeteria Plan Benefits – Employees receive a $2,400 “Flex Credit” allocation per month to be used towards health benefits including medical, dental and vision. Flex credits not used towards benefits may be taken as additional taxable non-“Persable” income.

Deferred Compensation – A voluntary Deferred Compensation Plan (Section 457) is available to employees through Empower Retirement. Eligible employees may receive dollar for dollar employer match up to 3.5% of salary per calendar year.

Flexible Spending Account (FSA) – Employees may participate in either or both of Mesa Water's Section 125 plan flexible spending accounts: Dependent Care Reimbursement (eligible upon hire) and Medical Expense Reimbursement (after one-year).

Life Insurance – Full-time employees are covered by $200,000 in group term life insurance paid by District (benefit decreases at age 65).

Long Term Disability (LTD) – Full-time employees receive District-paid LTD insurance coverage equal to 2/3 of salary ($12,000 maximum monthly benefit) after a 90-day waiting period.

Short-Term Disability – The District participates in State Disability Insurance (SDI).

Automobile Allowance – Management employees receive an Automobile Allowance per month.

9/80 Work Schedule – Employees are offered a 9/80 work schedule with every other Friday off.

Tuition Reimbursement and Educational Incentives

Salary Increases – Based on performance, new Mesa Water employees are eligible for merit step increases at 6-months and 12-months, and annually thereafter.