Manages the administrative functions and personnel for a department or major division including file maintenance, secretarial functions, reception, and other related areas.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
Knowledge, Skills, & Abilities:
- Receives direct supervision from a department director or division head.
- Exercises direct supervision of department administrative employees.
- Exercise direct, first-level supervision of positions, employees, operations, and activities within the administrative function of a department or division; may include coordinating staff training, assigning and reviewing work, participating in the interview and selection process, making recommends impacting pay, status, and disciplinary action, evaluating performance independently or in conjunction with a higher-level supervisor/manager, and approving time off.
- Establish and maintain office management systems, processes, forms, and standard operating procedures; monitor and evaluate administrative support processes and policies to ensure conformance with department policies and expectations.
- Track and analyze the department budget; prepare and review periodic status reports; brief managers on budget and issues; monitor small department/division grants; prepare and review purchase requisitions.
- Conduct research into a variety of administrative issues; develop options and alternatives and present recommendations; implement final results.
- Oversee the records management function of department and direct subordinate personnel in file maintenance activities; work with County records function to develop and manage records schedules, archive functions, imaging activities, and other related activities.
- Supervise customer service and/or reception function for the department including answering and directing telephone calls and visitors, dispatching service calls and personnel, and monitoring response levels and customer satisfaction; track and reconcile fees; respond to difficult questions and customers.
- Act as a project manager for various administrative programs or special projects; establish and monitor a project plan and finances; supervise work of other project employees; resolve project issues; make recommendations and implement final results.
- Administer confidential personnel processes and related files; administer worker's compensation and payroll processes for department; prepare and monitor personnel action forms.
- Monitor and maintain office inventory, equipment, and supplies; research and make purchasing decisions with authority.
- Represent the department and/or County in interdepartmental, interagency, community, and professional meetings as required.
- Perform executive assistant secretarial functions on behalf of department head and other administrative functions for department management team.
- Perform other duties as appropriate or necessary for performance of the job.
- Intermediate software and business applications including, but not limited to, word processing, spreadsheets, presentation software, and databases.
- Modern office practices and procedures.
- English language, proper grammar, punctuation, and spelling.
- Current business letter writing techniques and methods.
- Office administration/management functions including customer service, accounting, records management, and secretarial support.
- Department and County rules, regulations, policies, procedures, and standard operation procedures.
- Standard bookkeeping practices and methods including accounts payable, accounts receivable, payroll, and journal entries.
- Office administration including billing, filing, reception, and other related administrative processes.
- Customer service techniques and methods.
- Records management regulations and methods.
- Communicate clearly and concisely, both verbally and in writing.
- Read and comprehend department and County rules, regulations, policies, and standard operating procedures.
- Supervise many different administrative support tasks; determine relative importance of each, set deadlines, and complete projects accordingly.
- Interpret and apply a variety of complex organizational policies and procedures.
- Supervise and mentor support staff in a productive and positive manner.
- Compose original complex and/or positional correspondence and reports on behalf of managers and the County.
- Maintain sensitive and confidential information.
- Work closely with, and on the behalf of, executive managers.
- Provide professional customer service to clients and public.
- Organize material and present information clearly and concisely in verbal and written form.
- Effectively respond to conflict situations and people in conflict.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Five years of experience in a directly related field or in the performance of similar duties and responsibilities.
- Equivalent to the completion of the twelfth grade supplemented by additional secretarial or office administration coursework.