Business Office Supervisor

Business Office Supervisor

Business Office Supervisors in the Merit System serve as first-line operational leaders responsible for coordinating administrative and business functions within a department. Employees in this job class act as a primary point of contact for internal and external stakeholders by responding to inquiries, processing documentation and payments, maintaining accounts, and ensuring accurate recordkeeping. This position supports fiscal operations by assisting with budget monitoring, preparing financial reports, processing payroll, reconciling accounts, and ensuring compliance with established policies and procedures. Individuals in this position may also be expected to oversee procurement and inventory activities such as preparing bid documents, coordinating with vendors, tracking orders, and verifying invoices. Additionally, Business Office Supervisors are responsible for maintaining records and documentation systems, preparing reports and correspondence, supporting communication efforts, and assisting with policy implementation and compliance activities. Business Office Supervisors also oversee subordinate staff through assigning and reviewing work, monitoring performance, coordinating schedules, and supporting hiring, onboarding, and disciplinary processes.

Agencies provide competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.

The pay range for this job varies depending upon the Merit System employing agency.

Bessemer $46,384 - $71,968

Birmingham $47,382 - $73,507

Jefferson County $52,624 - $81,640

The following are job-related qualifications required for employment consideration for this position.

• Experience providing customer service to internal and external customers, including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.
• Experience performing administrative functions, including coordinating schedules, drafting correspondence, producing reports, and maintaining and updating files and records in order to support professional staff.
• Experience using computer office software (e.g., Microsoft Word, Excel, Outlook, Google Docs) to develop and update written correspondence, reports, memos, and spreadsheets.
• Experience tracking and documenting payables and receivables in an electronic system.
• Experience working as a lead worker to peer and/or support staff, including assigning and reviewing work and providing training.

Typical job duties include:

• Performing general administrative duties such as scheduling, maintaining documentation, and correspondence preparation by applying established office procedures and using relevant software to ensure departmental operations.
• Supervising staff by assigning and directing work, monitoring performance, providing feedback and training, addressing personnel issues, and participating in staffing and disciplinary processes to ensure efficient and effective operations.
• Monitoring budget activity by reviewing expenditure reports, verifying purchases, and tracking spending against allocated funds in accordance with established policies and procedures to maintain fiscal control, ensure compliance with budget guidelines, and support effective program operations.
• Managing departmental accounts receivable and payable by monitoring expenditures and producing financial reports using financial software to ensure compliance with set financial guidelines and budget.
• Procurement and managing inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.
• Acting as a liaison of the department by collaborating with internal and external stakeholders and vendors to communicate information related to department activities and ensure alignment with overall business objectives and operational requirements.
• Establishing and maintaining departmental policies, procedures, and guidelines by reviewing and researching state and federal legislation, professional standards, and regulations to ensure departmental and organizational compliance.
• Maintaining records by entering, updating, and organizing data using record management software in accordance with organizational and professional standards and guidelines to ensure accuracy of documentation and compliance with regulatory and organizational requirements.
• Processing payroll functions by entering new employee information and payroll records into the payroll software, verifying attendance, and managing merit increase records to ensure that payroll is accurate and distributed properly.
• Providing service to internal and external customers by responding to inquiries, resolving issues, and directing individuals to appropriate resources through in-person, phone, or electronic communication.

Physical demands include sitting for long periods of time, occasional walking or standing for brief periods, and lifting objects weighing up to 50 pounds.

Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.

The Personnel Board of Jefferson County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment with the Personnel Board of Jefferson County, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

To request an accommodation in the application or hiring process due to your own ongoing medical condition or disability, please contact our Accommodations Coordinator at View email address on click.appcast.io or phone at View phone number on click.appcast.io (select option 1) Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time.

This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System. More detail regarding this job is available by clicking Apply.

This job posting is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required for this position and may be changed at the discretion of the Personnel Board at any time.