Admin Supervisor

The Administrative Supervisor considered an office manager with responsibility for planning, coordinating and implementing office support functions for an assigned department. This position contributes to the overall management of the assigned department by participating in the development of policies and procedures, coordinating with internal and external parties to improve delivery of service, providing guidance on all facets of customer communications, and participating in the development, monitoring, and administration of budgets. In addition, positions in this class are considered working supervisors that provide a variety of complex, responsible, and confidential secretarial and administrative support to the Director of a department. Incumbents relieve the director and/or managers of detailed administrative work, and are expected to function with very little direct oversight and with a great deal of sensitivity and confidentiality. This class is distinguished from the lower level class of Administrative Secretary by the performance of confidential secretarial and administrative duties of a highly sensitive nature in support of a department head as well as coordination of a number of administrative and budgetary functions and services. In addition, while an Administrative Secretary may have supervisory responsibilities for a limited number of clerical staff, the Administrative Supervisor has significant on-going supervisory and office management responsibility. 

Duties & Responsibilities

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

1. Serves in the capacity of an office manager for assigned department, independently planning, administering, and coordinating administrative support functions and services.
2. Plans, directs, coordinates, and reviews assigned activities and operations of the department including assigned accounting, administrative support, technical, and/or programmatic service areas; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved.
3. Participates in the selection, training, and evaluation of assigned administrative support personnel; provides or coordinates staff training; works with employees to correct deficiencies; recommends discipline and termination procedures.
4. Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develops and revises office forms and report formats; establishes procedural manual for clerical support services for assigned areas.
5. Serves as primary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; negotiates and resolves sensitive and controversial issues; explains, justifies, and defends programs, policies, and activities.
6. Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.
7. Provides support to and performs a wide variety of complex, responsible, and confidential duties for assigned Department Director and/or other management and department staff; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
8. Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility.
9. Directs and participates in the maintenance of a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies; directs and participates in coordinating and processing staff travel arrangements and prepares related expense reports.
10. Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
11. Assists in coordinating, developing, and monitoring the assigned budget; compiles annual budget requests; prepares revenue projections; recommends expenditure requests for designated accounts; monitors approved budget accounts; monitors department expenditures and purchasing activities; prepares purchase orders; receives and records invoices and fees; recommends fund transfers as needed.
12. Performs a full range of accounting duties in support of the department; coordinates and tracks accounts payable and accounts receivable; may collect fees for program enrollment or public facilities leasing.
13. Coordinates and/or participates in the preparation of department payroll for processing; tracks overtime usage; retains and tracks personnel payroll records.
14. Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; conducts periodic retention and purging of files in compliance with applicable guidelines.
15. Completes and monitors the flow of all necessary documents related to personnel matters for assigned areas; performs payroll reporting and related procedures for assigned areas.
16. Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
17. May provide staff support to committees and/or commissions including coordinating and/or participating in the preparation of agendas and materials; may attend public meetings or hearings and be required to take and maintain minutes for such meetings.
18. Participates in special projects as assigned.
19. Performs related duties as required.