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Administrative Support Supervisor

2 months ago

Cape Canaveral, Florida, United States Delaware River & Bay Authority (DRBA) Full time
Job Summary

We are seeking a highly skilled and organized Administrative Support Supervisor to join our team at the Delaware River and Bay Authority (DRBA). This is a multi-faceted position that requires a wide range of administrative and supervisory skills to support the maintenance operations office environment.

Key Responsibilities
  • Supervise permanent and/or casual staff and provide technical guidance to administrative staff at other department facility locations.
  • Maintain and record time and attendance records for all maintenance employees on a daily basis and verify accruals and usages through the Kronos Timekeeping software.
  • Review timecards through the Kronos Timekeeping software of employees who report to the Director of Maintenance Operations for final approval.
  • Monitor employees leave usage and analyze patterns to advise the Director, as well as the managers and/or supervisors, of recurring events that could warrant personnel action.
  • Prepare and maintain all Compensatory Time accruals and usage for Maintenance Operations employees and confirm accruals in conjunction with the Human Resources Department to verify recordkeeping as needed.
  • Prepare and maintain all insurance files on property damage claims at the Bridge, to include preparing letters, invoices, and obtaining police reports for submission to the Claims Manager for collection of liabilities.
  • Assist managers with the execution of the sick leave usage policy by planning, reviewing and coordinating meetings; maintain documents for the review of sick events/occurrences within a 90-day period to ensure compliance with the Chief Operating Officer's guidelines.
  • Provide entry, report preparation, review, assembly and other duties as assigned within the department's Computerized Maintenance Management System (CMMS).
  • Transcribe and prepare meeting notes for the Director of Maintenance Operations and the managers to include the weekly supervisors meeting, and any other special meetings (Snow Events, Retirement Luncheons, etc.) that are held as requested.
  • Provide administrative support to the Bridge Safety Committee by scheduling meetings, transcribing documents, distributing meeting notes, and attends all Committee meetings, safety inspections and audits, and fire drills as needed or required.
  • Maintain and secure all working files of employees in the Maintenance Department for usage by the Director.
  • Coordinate activities and luncheons for employee appreciation events, retirement luncheons, holiday gatherings, or any other activities or events of the Department as needed or required.
  • Prepare, and maintain all operating budget entries through the Munis Accounting software during the Annual Operating Budget process.
  • Assist the Director in preparation of the annual operating and capital improvement budgets for each fiscal year.
  • Manage the Pool Vehicle Usage schedule and reservation process for the DMB facility.
  • Manage the CDL registry for employees in the Department who are required to possess a CDL in good standing.
  • Track department purchasing card use and produces monthly usage reports.
  • Provide meeting minute support as required.
  • Provide superior customer service to everyone by responding in a courteous and efficient manner.
  • Maintain working file records of department employee training, certifications and licenses.
  • Provide support when assigned for requisition preparation, scope of work development, project solicitation and procurement.
  • Coordinate permanent employee evaluations and casual Tier IV reviews for the department.
Requirements
  • High school diploma or equivalent.
  • Associates degree in business-related field preferred.
  • Three (3) years of advanced clerical experience.
  • One (1) year supervisory experience preferred.
  • Experience working in a money handling position preferred.
  • Facility Management Professional (FMP) Certification preferred.
Special Requirements
  • Subject to background investigation and pre-employment physical including drug-test.
  • Delaware River and Bay Authority requires all employees to have direct deposit with a financial institution or enroll in the payroll card program to receive their bi-weekly pay.
  • Must be willing and available for duty at such hours, day or night, as may be required in order to maintain continuous operation of the facility.