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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.


  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. 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).


  1. Three years of advanced journey level clerical experience that included leadworker or supervisory experience and some training or experience in bookkeeping and budgeting; or,
  2. 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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