Administrative Support Supervisor
Salary: Administrative Support Supervisor (#0307)
$21.95-$26.80 hourly / $3,818-$4,661 monthly / Range: 5526
Administrative Support Supervisor-Restricted (#0308)
DEFINITION: Under general direction, coordinates
administrative support and related office operations directly and/or
through subordinate supervisors; serves as central information point
within department/division to facilitate management/administrative
communication; performs moderately complex technical level work;
serves as a member of the department's management/supervisory team;
and performs related duties as required.
DISTINGUISHING CHARACTERISTICS: This class is
characterized by the responsibility to plan, organize and coordinate
business operations which involve program specific clerical
operations and/or any combination of such administrative services
as, personnel, centralized clerical support, facility
repair/maintenance coordination, and purchasing. Incumbents
supervise others, directly and/or through subordinate supervisors,
and perform a combination of technical and complex clerical work.
This class is distinguished from the Business Manager series by the
latter’s responsibility for managing departmental administrative
affairs.
EXAMPLES OF DUTIES:
- Plans and organizes clerical support activities; establishes
procedures, practices, and work methods to increase work unit
effectiveness and efficiency; coordinates work performed in
support of one or more functional units by providing central
authority, disseminating information, determining assignment of
functional responsibility, and supervising staff.
- Supervises, directly and/or through subordinate supervisors,
clerical and lower level technical employees; establishes criteria
for acceptable work behavior and performance; evaluates work of
subordinates by comparing work quality to performance standards;
coaches and counsels employees to encourage exceptional
performance and improvement in areas of individual weakness.
- Collects, compiles, evaluates, and reports department-specific
program or administrative information; oversees quality control of
database or spreadsheet information; conducts expenditure/revenue
review; prepares routine budget; performs program/accounting audit
research; completes assignments in space planning, personnel,
staff utilization, contract administration, and office automation.
- Develops work unit specific databases and other record
management activities; coordinates the production of such
documents as Board letters, complex statistical reports, or public
presentation/ information materials; schedules work; drafts
meeting minutes and routine correspondence.
- Serves as departmental resource on activities supervised and
clerical procedures; assists managers and professional staff in
organizing work processes and coordinating work through the
department/division; resolves intra-departmental operational
problems; serves as central point within department/division to
ease management/administrative communication.
- Coordinates with department staff and representatives of other
departments on such administrative and operational matters as
personnel, accounting, purchasing, building maintenance/repair,
and telephone services.
- May be assigned responsibility for attending meetings on
behalf of higher level technical, professional, or management
staff or serving as site coordinator for department and
County-wide projects and programs (e.g., safety, employee
recognition, training, recycling, charities).
EMPLOYMENT STANDARDS:
- Three years of advanced journey level clerical experience that
included leadworker or supervisory experience and some training or
experience in bookkeeping and budgeting; or,
- equivalent combination of education and experience that would
provide the required knowledge, skills, and abilities.
Additional Requirements: Possession of a valid California
Class C Driver’s License may be required. Independent travel between
work sites, suppliers or County facilities may be required.
Knowledge of: office practices and procedures; public
contact techniques; office equipment operation; basic data
collection and compilation techniques; document formatting
techniques; standard office automation software; supervisory
practices and techniques; automated and manual records management
practices; clerical work methods review and measurement techniques;
basic personnel, payroll and purchasing procedures;
clerical/technical level accounting and basic budgeting practices;
English usage and grammar.
Skill in: the use of computer keyboards and peripheral
equipment.
Ability to: prioritize, plan, and organize work; supervise
staff; exercise discretion and independent judgment; explain and
apply policies, processes and procedures; evaluate situations and
resolve through the application of County/department policies and
procedures; communicate both verbally and in writing; proofread or
edit material; perform arithmetical and simple statistical
calculations; review, evaluate, and modify clerical work methods;
establish and maintain working relationships with clients,
customers, and representatives of other
divisions/departments/agencies; collect and analyze data, draw
conclusions and make recommendations; prepare a variety of documents
and reports; use office automation tools; understand
fiscal/statistical reports; maintain confidentiality of information. |
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