Under limited supervision, oversees general office operations in small to mid-size office settings. Schedules and monitors a section of office employees whose duties are specialized and involve varied procedures and methods. Plans, organizes and supervises the work of support personnel and coordinates workflow to achieve peak efficiency. May also serve as an intermediary between different units or divisions within a department. Supervises, monitors, prioritizes and makes daily decisions on work load schedules. Recommends departmental policy development and revisions to supervisor. May participate in budget preparation and justification and oversee department/division records maintenance.
This is a supervisory job classification within the Administrative Support job family. This classification is distinguished from the Office Manager in that supervision takes place in smaller offices with fewer employees and a smaller administrative budget.
Duties and Responsibilities:
- Supervises, monitors, prioritizes and makes daily decisions on work load schedules. Schedules work to meet appropriate deadlines. Monitors workflow and ensures completed work is distributed to proper entities. Trains and supervises clerical staff. May create and update training documents and manuals. Assists with office space assignments. Interviews, evaluates, and makes recommendations for hiring, merit increases, promotions, disciplinary actions and dismissals. Conducts background checks on perspective applicants. Initiates measures to improve employee performance. Schedules substitute coverage or acts as backup for all staff. Responds to public inquiries, as required. May serve as notary public. May serve as department representative at various meetings.
- Recommends departmental policy development and revisions to supervisor. Updates related procedural manuals. Initiates and coordinates complex projects with other departments and interacts with other department personnel to accomplish objectives. May initiate and coordinate public interaction with department staff. Develops, implements and revises work methods and procedures. Provides information and advice concerning specialized or technical services rendered and related office functions, including response to difficult problems and questions raised by public or subordinates. Keeps supervisor(s) informed of significant items requiring supervisory review or action. Obtains information from staff members, relays assignments, calls attention to deadlines, and obtains progress reports. Maintains frequent contacts with other departments and agencies.
- Drafts and prepares reports, memos, correspondence and spreadsheets. Researches, collects and analyzes data. Establishes and maintains fiscal and office files. Oversees department records retention. Maintains databases. Prepares requisitions and purchase orders. Maintains inventory and equipment records. Schedules and makes arrangements for meetings, training sessions, and conferences. May participate in budget preparation and justification. Monitors equipment repairs. May coordinate facility repair. Purchases or approves for purchase of office supplies for department, division, or office.
- Monitors or completes personnel forms, workers compensation claims, and leave forms/requests for payroll. Sets up and maintains personnel files. Verifies, prepares and/or updates timesheets, distributes payroll checks, and completes personnel action forms and vacancy announcements. May serve as personnel liaison. May issue staff identification cards.
- Performs other job-related duties as assigned.
Education and Experience:
Bachelor's degree in Public Administration, Business Management or a directly related field AND three (3) years of administrative/secretarial and clerical experience, including two (2) years of supervisory experience;
Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
Licenses, Registrations, Certifications, or Special Requirements:
Knowledge, Skills, and Abilities:
- Office and supervision principles, practices and techniques.
- Standard practices in area of assignment.
- Policies, practices, procedures and terminology of assigned function.
- Accounting, purchasing and budgetary theory, principles and practices.
- State and Federal laws and regulations pertaining to departmental accounting, purchasing and budgets practices.
- Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
- Business letter writing, grammar and punctuation, and report preparation.
- Training and supervising others.
- Compiling data and writing clear and comprehensive reports.
- Problem-solving and decision-making.
- Serving as an intermediary between different units or divisions.
- Both verbal and written communication.
- Train and supervise office personnel.
- Plan, assign, motivate, and coordinate work of support staff.
- Assist in monitoring a budget.
- Implement and maintain filing and accounting systems.
- Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.
- Manage time well, perform multiple tasks and organize diverse activities.
- Independently prepare correspondence, memorandums, and other materials.
- Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.
Work Environment & Other Information:
Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.
This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.
Hours: 11:00 AM to 8:00 PM Monday through Thursday, Friday 8:00 AM to 5:00 PM
Works some nights
Location: 5501 Airport Blvd. Austin
Department: TCCES Counseling & Education Services
Criminal Background Check Required
Travis County - 16 months ago