Administrative Support Supervisor

This is the fourth of five levels in the Administrative Support series.

Incumbents coordinate, develop and implement office procedures, and supervise lower level administrative support staff. Responsibilities may include developing, revising, and implementing office procedures; training employees on office equipment and software; ensuring optimal use of software applications; compiling, tracking and analyzing data; assigning tasks; monitoring work; and performing the duties of the lower levels. (The duties listed below are intended only as illustrations of the various types of work that may be performed.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Other duties may be assigned.)

• Supervises administrative support staff to include: prioritizing and assigning work; developing policies and procedures; ensuring that employees follow policies and procedures; maintaining a healthy and safe working environment
• Reviews, revises, and implements office procedures; provides training to lower level employees.
• Prepares, reviews, compiles, and tracks a variety of information, data, forms, records, business correspondence, budget information, and/or reports; makes recommendations based on findings.
• Provides complex administrative support which includes preparing meeting agendas and taking formal meeting minutes, maintaining departmental data, determining department software needs, and/or preparing and distributing department documents. Maintains appropriate office supply levels within assigned area of responsibility; requisitions supplies.
• Tracks a budget; monitors expenditures; process invoices and other related financial documentation.
• Establish and maintain filing systems, control records, and indexes using independent judgment.
• Provides detailed support to management staff; anticipate and respond to basic requests.
• Schedules and finalizes appointments for staff; reminds staff of scheduled appointments; makes arrangements for regularly scheduled meetings; keeps a calendar of office events.
• May complete lower level administrative duties within area of assignment.
• Performs other duties of a similar nature or level.

May supervise lower level employees as assigned. Carries out supervisory responsibilities in accordance with the Parish's policies and applicable laws. Supervisory responsibilities may include training employees; planning, assigning, and directing work; and addressing complaints and resolving problems.

Associate's degree and three years administrative support experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

• Valid Driver’s License as per State law or requirement.

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Supervisory principles and practices;
• Modern office procedures and equipment;
• Customer service principles;
• Recordkeeping principles;
• Mathematical concepts;
• English language, grammar, and punctuation;
• Report preparation techniques;
• Basic budgeting principles;
• Inventory management principles;
• Computers and related software applications.

• Monitoring and evaluating employees;
• Prioritizing and assigning work;
• Researching and compiling data;
• Maintaining records and files;
• Preparing meeting agendas and minutes;
• Compiling data and preparing reports;
• Using proper English, grammar, punctuation, and spelling;
• Maintaining and requisitioning office supplies;
• Using computers and related software applications;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Positions…