Administrative Office Supervisor

6 hours ago


West Chester, Pennsylvania, United States County of Chester Full time
Job Title: Administrative Office Supervisor

Join the County of Chester team as an Administrative Office Supervisor, where you will play a vital role in supporting the Director and Senior Staff by providing administrative and office support to the Department.

Key Responsibilities:
  • Provide administrative support through Excel, word processing, preparing PowerPoint presentations, and other computer skills.
  • Prepare bid specifications from documents provided by the Deputy Director and Senior Buyers as requested.
  • Create and update Excel spreadsheets relating to and supporting the bid process, contract administration, department report documentation.
  • Assist in the preparation and distribution of the County's RFPs.
  • Assist in the preparation of various County leases.
  • Produce financial reports and records.
  • Prepare and monitor annual department budget.
  • Compose and prepare correspondence.
  • Oversee and schedule support staff.
  • Process bi-weekly payroll.
  • Attend staff meetings and prepare and distribute the minutes.
  • Update and maintain departmental records.
  • Prepare travel reimbursement and credit card vouchers for the department.
  • Create and update monthly, quarterly, and year-end reports.
  • Serve as a point of contact for vendors requesting information.
  • Process invoices, prepare order requisitions.
  • Schedule meetings and other departmental functions; maintain department calendar.
  • Interface with local surrounding County's Procurement representatives.
  • Perform evaluations for support staff and Contract Technician, assist with goal setting.
  • Provide training to office subordinates.
  • Interact with employees when difficult issues arise between the employee and county or non-county agencies.
  • Supervise employees, lend support, and offer encouragement.
  • Perform other duties, tasks, and special projects as required.
Requirements:
  • Associate's degree from an accredited college or university, or equivalent combination of education and experience.
  • Five to seven years of job-related experience.
  • Strong verbal and written communication skills.
  • Strong typing and computer skills are required in this position.
  • Knowledge and skill with modern office equipment (fax, copier, calculator).
  • Ability to work independently and proceed with objectives.
  • Ability to maintain confidential information and handle confidential matters.
  • Ability to work as part of a team.
  • Strong interpersonal skills.
  • Ability to multi-task.
  • Accurate and detail-oriented.
  • Ability to interface with all levels of county management.
  • A valid driver's license is required.
Preferred Skills:
  • Associate degree from an accredited college or university in Business Administration.
  • Five years of experience in office administration.
  • Ability to follow office protocol.
  • Ability to use common sense understanding to carry out written or oral instructions.
  • Strong time management and organizational skills.
  • Flexibility.
  • Exhibits a willingness to learn new tasks.
  • Ability to direct and lend suggestions on unusual situations as they may occur.
  • Ability to coordinate and distribute work assignments.
  • Flexibility.
  • Proactive.
  • Ability to carry tasks to completion.
Additional Information:

The County of Chester offers comprehensive benefits to our employees.



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