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.

• 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.

Associate’s Degree

An equivalent combination of relevant training, education and experience:

• Preferred:
• Business Administration
• Office Administration

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

• Work experience in a government entity.

Depending on area of assignment:

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

• 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…