Administrative Services Supervisor

1 month ago

Burlington, United States Boone County Fiscal Court Full time
Job DescriptionJob DescriptionDescription:

Job Summary


This is a highly responsible administrative and supervisory position within the Public Works Department with a wide variety of duties pertaining to coordinating, planning, and directing the administrative operations and general workflow of the office, including the upkeep of financial records, procurement processes, asset management work orders, and management of citizen complaints and inquiries.


Major Essential Duties

  • Assist the County Engineer and Director of Public Works with budget preparation, budget monitoring and general budget matters.
  • Coordination of office and clerical operations of the department including file management and organization (including physical and digital files).
  • Support work order management system including cloud-based asset management applications.
  • Support management and oversight of the County’s fleet fuel management and procurement program.
  • Analyze and prepare monthly, annual, and specialized operational reports as needed.
  • Receive inquiries directed to the County Engineer and Director of Public Works in their absence and respond to calls and set appointments as needed.
  • Facilitate and lead staff meetings including preparation of agenda and meeting notes.
  • Planning, coordinating, and managing administrative policies and procedures.
  • Identifying opportunities to improve department processes.
  • Support accounting functions, including purchase requisition entry, purchase order management, invoice processing, and reconciliation for all Public Works divisions.
  • Support department payroll activities including employee time recording support to department staff, troubleshooting common payroll entry problems, and drafting bi-weekly department payroll summary reports for Human Resources.
  • Support inter-agency communication and external correspondence.
  • Event coordination for departmental activities including training, team meetings, and employee appreciation events.


Minor Essential Duties

  • Assist with the Department’s snow removal administrative operations.
  • Supporting Public Works new hire onboarding process.
  • Perform other duties as assigned.


Supervisory Responsibilities

  • Supervise the Administrative Services Division including:
  • Assist with hiring, training, development and work assignments.
  • Assess administrative staff performance and provide coaching and feedback to assure daily work is in alignment with county and department objectives.
  • Delegation of tasks to administrative staff.
  • Provide complaint and problem resolution.
  • Enforce policies and procedures.
  • Develop strong relationships with cross-functional teams and departments.


Relationships

  • The Administrative Services Supervisor performs duties within the Public Works Department under the direct supervision of the Public Works Director.


Requirements:

Qualifications

  • Education and/or Experience
  • Graduate of an accredited college or university with degree in business management, accounting, or related field (preferred) or graduation of a standard high school, vocational school or the equivalency, supplemented by extensive experience or training which provides the desired knowledge, skills and abilities with a minimum of five years office administration experience.
  • Experience and knowledge of Public Works operations and a working knowledge of modern office procedures and equipment.
  • Language Skills
  • Ability to read, analyze, and interpret policies, procedures, professional publications, and governmental regulations.
  • Ability to write reports, business correspondence, and policy and procedure documents.
  • Ability to make effective presentations to employees, elected officials and the general public.
  • Possess and the ability to display strong oral, written and listening skills.
  • Ability to handle sensitive issues.
  • Mathematical Skills
  • Ability to add, subtract, multiply, and divide in all units of measurement using whole numbers, common fractions and decimals
  • Ability to compute ratio and percent, and to draw and interpret graphs
  • Ability to apply concepts of statistics as needed


Reasoning Skills

  • Solves practical problems while dealing with several abstract and concrete variables
  • Interprets a variety of complex technical and instructional information
  • Makes decisions which serve the county’s best interest and follows the missions and objectives of the Public Works Department
  • Certificates, Licenses, Registrations
  • Possession of a valid Commonwealth of Kentucky driver’s license
  • Other Knowledge and/or Skills
  • Advanced computer skills, with extensive experience in but not limited to Microsoft Office products. Capability to provide reports and spreadsheets as needed
  • Possess considerable knowledge of modern office management and supervision of personnel.
  • Ability to work with other department, county, other agency personnel and the general public.
  • Ability to manage and oversight of department budget
  • Ability to work effectively on a daily basis with limited supervision


Physical Demands

  • While performing job duties, the employee could reasonably be expected to:
  • Regularly (over 2/3 of regular working day)
  • Sit
  • Talk or hear
  • Use hands to type, handle paper
  • Occasionally (under 1/3 of regular working day)
  • Stand or Walk
  • Reach with hands and arms
  • Lift and/or move up to 25 pounds
  • Vision requirements include close, distance, color and peripheral vision, depth perception and the ability to adjust focus


Work Environment

  • The work environments described in the preceding paragraphs represent those encountered while performing the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
  • The noise level is usually moderate


Comments

  • Must display the following:
  • Positive communication
  • Objectivity
  • Willingness to solve problems
  • Commitment to Boone County’s goals and objectives
  • Must adhere to the applicable provisions of the Department Rules and Procedures, the Boone County Personnel Policies and Procedures, the Boone County Administrative Code, the Kentucky Revised Statutes, and any other procedures, rules, regulations, and policies set forth by appropriate authorities
  • Must be neat in appearance
  • Must be 18 years or older
  • Must maintain confidentiality when required


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