Administrative Operations Supervisor

2 weeks ago

Allentown, Pennsylvania, United States COUNTY OF LEHIGH PENNSYLVANIA Full time

GENERAL OVERVIEW:

This role involves supervisory clerical responsibilities, focusing on the planning, direction, and management of all support functions within an organizational unit.

The incumbent will oversee the work of six to twelve clerical staff engaged in procedural and substantive clerical tasks, develop and implement operational systems, execute administrative duties, and contribute to the overall efficiency of the organization.

Duties may also include performing various clerical tasks on an incidental basis.

This position is distinguished from related roles by the responsibility for ensuring the smooth and effective execution of support operations.

The position reports directly to a higher-level technical, professional, or administrative authority.



TYPICAL DUTIES:
(Illustrative Only)


Assess office support workload requirements; identify regular and peak workload demands, statutory or external control and accountability requirements, anticipated demand, and other factors affecting work completion; structure work processes and procedures, including workflow; design individual work assignments; assign tasks, providing necessary background information and suggestions regarding approach, priority, or other relevant points; establish schedules and control systems and monitor progress; adjust or reassign tasks as necessary to ensure completion; review work for adherence to instructions and established practices, accuracy, and completeness; correct errors or reassign for correction.

Conduct individual and team meetings to evaluate overall work progress, address specific issues, and discuss staff concerns; orient and train new personnel in procedural and administrative techniques, requirements, and practices; conduct performance evaluations; approve leave requests; implement disciplinary actions, selection, promotion, formal training, and other personnel management activities; determine equipment and supplies needed for optimal effectiveness; research and prepare narrative and statistical justifications for the purchase and/or installation of automated systems and equipment.

Provide statistical, narrative, and evaluative information and analysis for management staff; assess office policies, practices, and operations for overall efficiency and effectiveness; recommend changes to enhance performance; review and respond to the impact of new or revised laws, regulations, organizational structures, or related elements affecting work outcomes.

Maintain communication with higher-level officials or representatives from other agencies; coordinate program or system activities with those of such agencies; provide information, analysis, and recommendations to improve the effectiveness and efficiency of work impacting multiple organizational units; observe interactions with applicants, clients, and other visitors; assist with challenging individuals and suggest improvements; address issues such as incomplete or inconsistent information, missing records, or changes in legislation; determine immediate and long-term solutions to such challenges.

Perform related duties as required.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:


Comprehensive understanding of procedural and processing requirements governing workflow, work operations, recordkeeping, documentation, and similar functions in administrative, governmental, judicial, or comparable offices.

In-depth knowledge of the organizational and functional relationships within the County and related entities.

Familiarity with methods and techniques commonly employed in supervising a small to medium-sized clerical staff.

Proficiency in gathering information from and responding to a diverse range of individuals, both within and outside of the County.

Competence in organizing workload, establishing priorities, and ensuring the completion of clerical processing tasks.

0209 continued


Ability to foster and maintain effective working relationships with colleagues, callers, visitors, clients, representatives of other offices, and members of the public.

Ability to operate typewriting, computing, and other office equipment, including word processing, spreadsheet, database, graphics, and/or similar computer programs, as required by work assignments.


ACCEPTABLE TRAINING AND EXPERIENCE:

Education equivalent to the completion of the twelfth school grade.

Five to six years of clerical experience in an administrative, professional, governmental, or judicial environment, with at least two years at the full performance level.

Or any equivalent combination of acceptable training and experience that has provided the knowledge, skills, and abilities cited above.

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