Administrative Services Supervisor

Position Overview

Under general supervision from upper level management, provide direct supervision up to eight (8) office, maintenance, and records personnel; prioritize, monitor and assign work generated by program staff; ensure deadlines are met by unit employees and perform specialized office support or administrative functions. Perform material and substantial duties of the classification more than 50% of the time.

Responsible for various clerical, facilities, and mailrooms areas; responsible for work direction for employees assigned to these units; must effectively direct/recommend needed actions within work unit in manner that requires sound independent judgment; remain knowledgeable of new agency policies and procedures and ensure unit employees are advised and in compliance. Performs general facility and maintenance in/outdoors.

Develop and implement routine procedures for function of work unit or office; assume independent responsibility for total functions and work flow of assigned unit/office. Perform functions independently such as gathering data and preparing reports; search/monitor files and documents to ensure content and data accuracy; ensure office equipment is in good working order; handle sensitive inquiries from officials or general public. Perform other related duties/functions as requested by upper level management.

FOR RECORDS CENTER ADMINISTRATIVE SERVICES SUPERVISOR:

Oversees division record room operations through the development, implementation and maintenance of the control systems in accordance with Federal, State, Local and/or agency policies, procedures and timelines. Maintains current knowledge through participation in job shadowing of record room staff, furthering education and participation on various committees. Assists the record room manager with the design of operational concepts, performance strategies and selection process of required tools (e.g., software programs, imaging or scanning equipment).

Provides reports to aid with analysis of performance & identify potential for further program development.

Supervises the record room staff and the systematic processes for records retention and disposal. Develops workforce knowledge of, policies, procedures and regulations that guide the records maintenance programs through performance feedback and coaching, training, staff meetings and/or conferences. Determines and implements operational duty assignments and timelines that provide imaging, microfilming, storage, retrieval, reference and copying services. Provides guidance and direction to staff.

Participates in staffing and other labor processes.

(Performs Related Duties as Required)

Equivalent to a high school diploma and minimum of three (3) years of applicable experience (facilities, records or clerical), including at least two (2) years of supervisory experience in applicable field; OR alternative, equivalent evidence of the minimum class requirements.

Driving Requirement: Must maintain a current, valid United States driver's license with an acceptable driving record.

Training and Development: Maintain required certification and licensure, if applicable.