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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.

EXAMPLES OF DUTIES:

  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).

EMPLOYMENT STANDARDS:

  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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