Utilities Administrative Services Supervisor

How You Can Help Us Make a Difference

Performs responsible supervisory and administrative support work in the oversight of department administrative related operations for a specific County department. Work includes coordinating and overseeing file maintenance, records, and personnel related statistics; office policies, and procedures; budget preparation; handling expenditures; controls records retention; reviews and approves supply requisitions.

Your Purpose & Day-To-Day Journey

* Develops and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments; ensures office efficiency by planning and implementing office systems, layouts, and equipment procurement.

* Responsible for the selection, promotion, training, safety, appraisal, and discipline of assigned personnel.

* Ensures proper documentation control procedures are followed; distributes document control forms as needed; processes forms and edits documents according to deadlines; works with subject matter experts including managers, supervisors, and outside consultants, etc., in gathering information as needed.

* Coordinates internal programs for special projects.

* Oversees operation and maintenance of County equipment; oversees requisitions for the purchase of necessary office supplies and equipment in accordance with established policies and procedures; and monitors expenditures.

* May coordinate and monitor the work of vendors.

* May perform notary services.

* Oversees employee safety and mandatory training.

* Oversees records retention according to County policy.

* Schedules and prioritize utilities management team calendars.

* Acts as a liaison and gatekeeper to prepare, create, and track agenda items for the Board of County Commissioners consideration.

* Facilitates and collaborates with internal and external departments to establish agenda items or activities.

* Assists in maintaining departmental website.

* Performs administrative duties including written reports, memorandums, letters and electronic correspondence, interaction with others, and communication through telephone and meetings.

* Provides exceptional customer assistance, problem-solving, and/or complaint resolution by all forms of communication.

Education & Credentials That Power This Role

An equivalent combination of relevant training, education and experience:

Associate's Degree:

* Preferred:

* Business Administration

* Office Administration

Five (5) years of experience in administrative support experience, to include lead or supervisory experience.

Preferred:

* Work experience in a government entity.

Licenses and/or Certificates:

Depending on area of assignment:

* May be required to obtain and maintain licensure as a Notary Public.

Extra Details You Should Know

* Knowledge of departmental policies, plans, and procedures.

* Knowledge of modern office practices, plans, and procedures.

* Knowledge of Microsoft Word, Excel, PowerPoint, and other job-related computer programs and software applications.

* Knowledge of operations and practices of local government; ability to analyze and interpret departmental functions, procedures and policies.

* Knowledge of modern governmental office practices, procedures, equipment, and standard clerical/administrative support techniques.

* Knowledge of business English, spelling, punctuation, math, and grammar.

* Analytical and research skills.

* Skill in effective communication, both orally and in writing.

* Skill in prioritizing and organizing work.

* Skill in the use of office equipment such as a computer, multi-line telephone system, scanner, fax machine, and copier.

* Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.

* Ability to make recommendations and to use resourcefulness and tact in solving new problems.

* Ability to plan, organize, direct, and appraise the work of assigned personnel.

* Ability to ascertain priorities and meet deadlines and objectives.

* Ability to type/perform data entry proficiently.

* Ability to maintain accurate records and reports.

* Ability to operate a motor vehicle.

* Ability to provide internal/external guidance and customer assistance via all forms of communication.

* Ability to use computers for data entry, word processing, and/or accounting purposes.

* Ability to author reports, business correspondence, and procedure manuals.

* Ability to establish and maintain effective working relationships with managers, service providers, other employees, and the general public.