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Human Resources
FLSA Designation: Non-Exempt
May, 2005

ADMINISTRATIVE SUPERVISOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under general direction of a Department Director or designee, serves in the capacity of an office manager for a department, providing on-going supervision to administrative support staff; performs a wide variety of responsible, confidential, and complex administrative, technical, programmatic, and secretarial duties to relieve assigned staff of technical, as well as general administrative details; participates in the development, implementation, and administration of administrative policies, procedures, and programs; performs a full range of general accounting and bookkeeping duties for the assigned area; prepares a variety of fiscal, administrative, and operational reports; and serves as a liaison with other City departments and staff, outside agencies, and the general public to provide information regarding department policies, procedures, and functions.

IDENTIFYING CHARACTERISTICS
The Administrative Supervisor considered an office manager with responsibility for planning, coordinating and implementing office support functions for an assigned department. This position contributes to the overall management of the assigned department by participating in the development of policies and procedures, coordinating with internal and external parties to improve delivery of service, providing guidance on all facets of customer communications, and participating in the development, monitoring, and administration of budgets. In addition, positions in this class are considered working supervisors that provide a variety of complex, responsible, and confidential secretarial and administrative support to the Director of a department. Incumbents relieve the director and/or managers of detailed administrative work, and are expected to function with very little direct oversight and with a great deal of sensitivity and confidentiality. This class is distinguished from the lower level class of Administrative Secretary by the performance of confidential secretarial and administrative duties of a highly sensitive nature in support of a department head as well as coordination of a number of administrative and budgetary functions and services. In addition, while an Administrative Secretary may have supervisory responsibilities for a limited number of clerical staff, the Administrative Supervisor has significant on-going supervisory and office management responsibility.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Serves in the capacity of an office manager for assigned department, independently planning, administering, and coordinating administrative support functions and services.
  2. Plans, directs, coordinates, and reviews assigned activities and operations of the department including assigned accounting, administrative support, technical, and/or programmatic service areas; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems; recommends improvements in work flow, procedures, and use of equipment and forms; implements improvements as approved.
  3. Participates in the selection, training, and evaluation of assigned administrative support personnel; provides or coordinates staff training; works with employees to correct deficiencies; recommends discipline and termination procedures.
  4. Conducts research, prepares, revises, and implements various administrative policies, procedures, rules, and regulations in accordance with sound organizational practices; develops and revises office forms and report formats; establishes procedural manual for clerical support services for assigned areas.
  5. Serves as primary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; negotiates and resolves sensitive and controversial issues; explains, justifies, and defends programs, policies, and activities.
  6. Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.
  7. Provides support to and performs a wide variety of complex, responsible, and confidential duties for assigned Department Director and/or other management and department staff; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
  8. Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and reports related to assigned area of responsibility.
  9. Directs and participates in the maintenance of a calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public, and outside agencies; directs and participates in coordinating and processing staff travel arrangements and prepares related expense reports.
  10. Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances.
  11. Assists in coordinating, developing, and monitoring the assigned budget; compiles annual budget requests; prepares revenue projections; recommends expenditure requests for designated accounts; monitors approved budget accounts; monitors department expenditures and purchasing activities; prepares purchase orders; receives and records invoices and fees; recommends fund transfers as needed.
  12. Performs a full range of accounting duties in support of the department; coordinates and tracks accounts payable and accounts receivable; may collect fees for program enrollment or public facilities leasing.
  13. Coordinates and/or participates in the preparation of department payroll for processing; tracks overtime usage; retains and tracks personnel payroll records.
  14. Initiates, organizes, maintains, and controls access to complex filing systems and records including highly sensitive files; conducts periodic retention and purging of files in compliance with applicable guidelines.
  15. Completes and monitors the flow of all necessary documents related to personnel matters for assigned areas; performs payroll reporting and related procedures for assigned areas.
  16. Utilizes various computer applications and software packages; maintains and generates reports from a database or network system.
  17. May provide staff support to committees and/or commissions including coordinating and/or participating in the preparation of agendas and materials; may attend public meetings or hearings and be required to take and maintain minutes for such meetings.
  18. Participates in special projects as assigned.
  19. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Operational characteristics, services, and activities of assigned functions, programs, and operations. Basic functions and organization of municipal government. Work organization and office management principles and practices. Principles of supervision, training, and performance evaluation. Modern office procedures, methods, and equipment including computers. Computer applications such as word processing, spreadsheets, and statistical databases. Processes, procedures, and practices of budget preparation and administration. Principles and practices of fiscal, statistical, and administrative research and report preparation. Principles of business letter writing and report preparation. Methods and techniques of public relations. Principles and procedures of record keeping. Basic bookkeeping practices. English usage, spelling, grammar and punctuation. Pertinent federal, state, and local laws, codes, and ordinances.

Ability to:
Oversee, direct, coordinate, and participate in the management of a comprehensive administrative support division. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances. Select, train, and evaluate assigned staff. Plan, schedule, direct, coordinate, and review the work and performance of assigned staff in a manner conducive to proficient performance and high morale. Perform responsible and difficult programmatic and administrative duties involving the use of independent judgment and personal initiative. Participate in the preparation and administration of assigned budgets. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Research, compile, analyze, and interpret data. Prepare a variety of clear and concise administrative and financial reports. Implement and maintain filing systems. Independently prepare correspondence and memoranda. Respond to requests and inquiries from the general public. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Manage multiple projects simultaneously. Plan and organize work to meet schedules and time lines. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. Operate and use modern office equipment including a computer and various software packages. Type and enter data at a speed necessary for successful job performance. Take and transcribe dictation at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade. Additional specialized course work in public administration, business administration, or a related field is desirable.

Experience:
Four years of increasingly responsible administrative, secretarial, and clerical experience including two years as a secretary in a large department or organizational unit or as secretary for a complex technical function.

License or Certificate:
Possession of, or ability to obtain, an appropriate driver’s license may be required for some positions.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and constant interruptions.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446