Administrative Services Supervisor
Full Time
United States
$4,727 - $7,334 a month
Posted
Job description
Class Title
Administrative Services Supervisor
Class Code
316
Salary
$4,727.00 - $7,334.00 Monthly
Basic Function
Under general supervision manage, directs, coordinates, and performs the administrative workload of a large department including the development and maintenance of work systems and procedures.
Distinguishing Characteristics
This class differs from that of Administrative Assistant in that incumbents are regularly responsible for the coordination of the administrative workload in a large City department and the direct supervision of a sizeable staff of administrative workers.
Typical Duties
(May include, but are not limited to, those duties listed below.)
- Manages, organizes and participates in administrative and support activities through the development, implementation and modification of procedures regulating daily operations and related support services.
- Designs, implements, revises as necessary and maintains business continuity that ensures efficient operations.
- Supervises assigned administrative staff, participates in staff selection, trains, monitors performance and provides feedback and coaching to employees; reviews and appraises work performance.
- Reviews and evaluates work methods and procedures, recommends changes in work processes, forms, and work flow to ensure efficient operations in accordance with policies and procedures.
- Coordinates and reviews work assignments for supervised administrative personnel, including the completion of regular periodic work-assignment schedules and administrative support for advisory bodies.
- Independently composes correspondence and reports related to routine department business, updates records, compiles and retrieves data, produces spreadsheets and reports for staff by using software options and applications to generate customized data and information.
- Assists in the preparation and monitoring of the administrative division budget and may assist with the departmental budget and controlling expenditures.
- Coordinates the processing of purchase orders and invoices, and human resources related documents such as but not limited to personnel action forms, job requisitions and employee trainings.
- Prepares routine administrative reports by researching, assembling and summarizing information and data.
- For the Parks and Recreation position, oversees the process for issuing department related permits. This includes, reviews, evaluates and approves requests for events within the City; coordinates the use of City facilities and logistics related to permit requests; develops conditions of use that provides event requirements, policies, and specific compliance information.
- Coordinates departmental procedures to ensure compliance with the scheduling requirements of City ordinances, resolutions and interdepartmental procedures.
- Develops and manages hard copy and electronic filing systems for various departmental records.
- Oversees the utilization of information management systems by coordinating implementation, training staff in proper use and application, assisting problem resolution at the user level or contacting technical support, monitors operations to ensure that systems, methods and procedures are used correctly and efficiently.
- Oversees Department website content and ensures its accuracy and relevancy.
- Oversees phone and office reception; responds to public inquiry and complaints, resolves or refers issues as appropriate.
- Coordinates the dissemination of Citywide and department informational materials for the public and City employees.
- Develops and coordinates department administrative systems, arranges meetings and itineraries, and works under pressure to prioritize a variety of tasks to ensure deadlines are met.
- May survey constituents and customers on delivery of service and satisfaction.
- Orders, issues and maintains departmental supplies and equipment; maintains inventory controls.
- May perform any duties of the Administrative Assistant I/II or Administrative Assistant III.
- Performs other related duties that may be reasonably expected as part of this classification.
WORKING CONDITIONS
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in using a computer keyboard and mouse. Additionally, the position requires far and near vision when reading and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
Minimum Qualifications
The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:
Education and Experience:
- High school graduation or tested equivalent and four (4) years of increasingly responsible administrative experience, including one year of lead or supervisory responsibility;
or
- Successful completion of two years of college-level course work in Business or Public Administration or a related field and two years of responsible general office experience including one year of lead or supervisory responsibility.
Successful completion of City of Santa Cruz’s Employee and Leadership Development (formerly Supervisory Training) Program is accepted in lieu of the lead or supervisory experience.
Knowledge:
Skills :
Abilities :
Licenses and Certificates
OTHER REQUIREMENTS
- Standard office procedures, practices and equipment;
- Proper grammar, spelling, punctuation and business correspondence format;
- Policies and practices of effective supervision and performance management;
- High proficiency with administrative software programs;
- Principles of budget development and administration;
- Concepts of customer service, satisfaction, and experience.
- Virtual communication tools and Microsoft Office software, including Outlook, Word, PowerPoint and Excel.
Skills :
- Type 45 words per minute or better;
- Read and write effectively, compose correspondence, assemble routine administrative reports and edit the work of others;
- Perform basic mathematical functions to effectively maintain budgets and process routine financial documents.
Abilities :
- Effectively organize, direct and review the work of other administrative staff.
- Take technical information and terminology and distill/summarize into clear, key points and action items.
- Maintain confidentiality of sensitive information.
- Learn and effectively use both city and proprietary department business software applications such as Eden Financial, Kronos timekeeping, Zoom administration, OnBase content platform, Tyler Eden payment system, PowerPoint and Department specific software platforms.
- Communicate clearly and concisely, orally and in writing.
- Establish and maintain effective working relations with City staff, City officials, outside agencies and the general public.
- Interpret, apply, document and explain applicable administrative and departmental policies and procedures.
- Understand and carry out oral and written directions.
- Work independently in the absence of specific instruction.
- Analyze situations appropriately and adopt effective courses of action.
- Operate desktop and laptop computers, as well as conference room technology.
Licenses and Certificates
- None required.
OTHER REQUIREMENTS
- Willingness to work some evenings and weekends as needed.
Career Ladder
- Administrative Services Supervisor
- Administrative Assistant III
- Administrative Assistant I/II
Class Detail
Reports to: Division Manager or Department Director
Supervises: Various administrative classes as assigned
Bargaining Unit: Supervisory
Classification No.: 316
Date of Issue: 5/08
Supersedes: 7/17
Update: 1/22
SALARY
- This classification has a nine-step salary range. Appointment may be made commensurate with experience. See the Supervisory MOU documents on the City website for details.
APPOINTMENT
- Any candidate selected by the appointing department may be required to pass a pre-employment medical exam administered by a City-selected physician before hire to non-sedentary positions. Prior to starting work, all newly hired employees will be fingerprinted to check conviction history. A conviction history will not necessarily disqualify an applicant from appointment
. Candidates must present documentation verifying authorization to work in the United States and take a loyalty oath as required by the State of California at the time of hire. Appointments to regular positions are subject to a six-month probationary period which is considered a part of the selection process. Probationary employees may be terminated without recourse during this period. Positions which are covered by the Department of Transportation regulations are required to submit to a pre-employment drug test and to random drug and alcohol testing.
LEAVE
Vacation – 80 hours/year up to 5 years, 120 hours/year 6-10 years, plus 8 hours for each year after 10 years up to a maximum of 160 hours/year.
Sick – 12 days/year
Holidays – up to 11 days/year
Floating Holidays - 24 hours per year
INSURANCE – (available to employee and eligible dependents)
Medical – Depends on plan selected; City generally pays 95% of the cost of coverage. Participating members make an additional $35 contribution per pay period towards health care benefits.
Dental, Vision, Employee Assistance Program – City currently pays full cost of employee and family coverage.
Life – City provides a $20,000 life insurance policy.
Long Term Disability – City provides a long term disability plan.
RETIREMENT
All new regular employees become members of PERS. Public Employees' Retirement System (PERS) 2% @ 62 (3 year average). Prior PERS membership may affect retirement formula. Employees contribute 11.25% of their salary to PERS on a pre-tax basis. An employee is vested after 5 years of membership. No Social Security is withheld.
ADDITIONAL BENEFITS (not all inclusive)
457 Deferred Compensation Plan
Accident Protection Insurance
Bilingual Pay
Cancer and Critical Illness Insurance
Direct Deposit
Discount Bus Passes
Flexible Spending Plans for Health & Dependent Care
Longevity Pay (after 10 years and 15 years)
In lieu Medical Reimbursement of $200 /month
Shift Differential
Supplemental Life Insurance
Tuition Reimbursement
The information included in this announcement is subject to change and does not constitute an expressed or implied contract.
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