Administrative Supervisor

Posting number: 2601133

Department: Arts and Culture

Division: CS-Special Events - Community

Job classification: Administrative Supervisor

Posting type: Open

Categories: Administrative Assistant, Customer Service, Office and Administrative Support

Summary

Supervise, assign, review and participate in the work of staff responsible for performing a variety of clerical and administrative support duties within an assigned department or division; ensure work quality and adherence to established policies and procedures and perform the more technical and complex tasks relative to assigned area of responsibility.

Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job.

Examples of duties

ESSENTIAL FUNCTIONS: Essential functions may include but are not limited to the functions listed below. Must be able to perform the essential functions of the job with or without a reasonable accommodation.

1. Plan, prioritize, assign, supervise, review and participate in the work of staff responsible for performing a variety of clerical and administrative support duties within an assigned department or division.
2. Establish schedules and methods for providing clerical and administrative support services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
3. Participate in the development of policies and procedures; monitor work activities to ensure compliance with established policies and procedures; make recommendations for changes and improvements to existing standards and procedures.
4. Recommend and assist in the implementation of goals and objectives; implement approved policies and procedures.
5. Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
6. Receive and review a variety of applications, forms and documents; ensure completeness and accuracy; approve documents as needed.
7. Create and maintain complex filing systems for personnel files, accounting reports and payroll documentation.
8. Prepare and process documents and forms needed for assigned department or division functions including personnel, accounting and payroll.
9. Operating and maintaining diverse office equipment such as fax machines, copiers, computers, printers, box office software and hardware, as well as managing a postage meter. Additionally, tasked with ordering necessary office supplies.
10. Serve as the liaison for assigned department or division with other City departments, divisions and outside agencies; negotiate and resolve complaints, concerns and issues.
11. Perform the more technical and complex tasks of the work unit including documentation and processing of important information.
12. Participate in the selection of division staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
13. Participate in the preparation and administration of the assigned department budget; submit budget recommendations; monitor expenditures.
14. Prepare analytical and statistical reports on operations and activities.

SUPPLEMENTAL FUNCTIONS:

1. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of business management.
2. Perform related duties and responsibilities as required.

Qualifications

Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis.

Associate's degree from an accredited college or university in business technology or a two (2) year technical certificate in office administration; and 

Four (4) years of clerical or administrative support experience; and

To include one (1) year of supervisory or lead experience.

ADDITIONAL REQUIREMENTS:

Possession of a valid New Mexico Driver's License or the ability to obtain within ninety (90) day