Administrative Specialist Supervisor

Administrative Specialist Supervisor

The Administrative Specialist Supervisor is responsible for supervising the Administrative support staff working in the Department of Human Services who provide support services for all Human Services Departments and managing and assigning clerical and support tasks such as duties related to the maintaining spreadsheets, coordinating trainings, completing projects of moderate complexity, and related clerical functions.

Essential Duties

• Ensure performance of Administrative Support staff maintain quality output and deadlines for compliance with the needs of the department.
• Determine methods to ensure the work is accurately and efficiently assigned to the appropriate staff.
• Perform, assign, and complete supportive tasks to produce clean, error-free quality finished administrative support finished products.
• Perform supervisory tasks related to the direct supervision of clerical support staff, to include screening of clerical candidates for employment, employment candidate interviews, completion of clerical staff performance reviews, review of documents for accuracy and proper grammar usage to convey information.
• Oversee the quality and timeliness of administrative support functions and directly perform tasks associated with the departmental support needs.
• Supervise the operation of various office machines, to ensure proper use and systematic performance of maintenance tasks to maintain equipment in efficient working order with periodic maintenance and/or repairs being completed in a timely fashion.
• Oversee and maintain the mail distribution system to prepare, receive, sort, and distribute in a timely fashion all internal/external generated mailing.
• Oversee the production and maintenance of requested Human Services' departmental forms, service documents, and publications to assure such tasks are completed and performed in a systematic fashion.
• Perform and/or oversee duties associated with Administrative support tasks to assist with preparation of contractual documents, departmental brochures, reports produced, and maintenance of case documentation filing system.
• Perform other duties, tasks and special projects, as required.

Qualifications/Preferred Skills, Knowledge & Experience

• Associate's degree from an accredited college or university, or equivalent years of experience.
• One to two years of moderately complex clerical or administrative work experience.
• Ability to make decisions independently and with mature judgment.
• Strong verbal and written communication skills.
• General understanding of Human Services policies and procedures.
• Basic mathematical aptitude and skills.
• Basic to Intermediate skill to use a personal computer and various computer applications
• Customer service experience and skills.
• Ability to work independently and proceed with objectives.
• Strong grammar and spelling skills.
• Ability to maintain confidential information and handle sensitive matters.
• Ability to work independently and as part of a team.
• Ability to multi-task and carry tasks to completion.
• Accurate and detail-oriented.
• Ability to establish priorities.
• Ability to coordinate and direct work assignments.
• Ability to interface effectively with all levels of county management.
• Preferred Skills, Knowledge & Experience:
• Ability to Supervise, motivate and train staff to ensure smooth distribution and completion of assigned work tasks.
• Strong knowledge of English grammar, spelling and punctuation Knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships.
• Knowledge of the types, organization and use of standard office files, logs, forms and letter formats.
• Ability to plan and assign work and ensure smooth processing flow by distributing assignments to clerical staff after determining who is available to and capable of performing the work.
• Ability to present ideas, methods, procedures and instructions clearly and effectively, orally and in writing.
• Ability to assemble, correlate and appraise facts in order to identify and/or resolve existing or potential processing problems.
• Ability to examine and review files, forms, documents and records that have been processed by the staff for completeness and accuracy.
• Ability to plan and provide guidance in the establishment and reorganization of filing systems, record keeping systems, processing procedures, etc.
• Ability to perform basic arithmetic calculations.
• Ability to understand and follow verbal and written instructions.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Intermediate Word skills
• Basic Excel skills
• Basic Access skills
• Basic Outlook skills (Email and Calendar)
• Basic Internet skills (for research purposes)
• PeopleSoft skills or the ability to learn PeopleSoft

Physical Demands: While performing the duties of this position, the employee is frequently required to sit, talk and hear. Occasionally, the employee will need to stand; walk; bend at the waist or work bent at the waist; lift items weighing up to 20 pounds for a height of up to two feet; and taste or smell. On rare occasions, the employee will need to reach above shoulders or work with arms above shoulder height; climb approximately 13 stairs; push items weighing up to 20 pounds; and carry items weighing up to 20 pounds for a distance of up to 2 feet. There are no special vision requirements listed for this position. Work Environment: The noise level in the work environment is usually quiet to moderate. Other: Ability to work extended hours, as necessary. This position requires professionalism. Confidentiality is crucial to this position.