Administrative Support Supervisor
DESCRIPTIONOFWORK:
Theprimarypurposeofthepositioninthisbandedclassistofunctionasasupervisoroveragroupof administrativesupport positions. Therolerequiresrecurringuseandoversightoftechnicalskillsfoundinthegroup
supervised. Thegroupsupervisedmay performadministrativeor specializedsupport functions.
EXAMPLESOFCOMPETENCIES:
CONTRIBUTING:
-Planning and Organizing:Plansandassigns daily work to employees in accordancewith established methods, procedures,anddeadlines. Monitors daily work giving instructionsto employees
-Budgeting: Operateswithin assignedbudget.
-Training: Models work/job duties for employees.
Provideson-the-jobtrainingfor all staffinthe basictechniquesandproceduresrequiredto complete theassigned work.Evaluatesindividual
progressandrepeats training as necessary.
-ManagingWork Processes: Explainsand applies work rules,standards,andguidelines. Provides inputintoestablishing work standards, guidelines,and procedures.
JOURNEY
-Planning and Organizing:Plansdaily or weeklywork tomeet established objectives. Establishesdeadlines and priorities of regular work assignments of the unitoverashort-rangeperiod. Assessestheneedsof theunit andrecommendsor makesminorchangesin workflow,procedures,or assignments to accommodate changingpriorities.
-Budgeting: Researchespotential expenditures and provides data tohighermanagement.
-Training: Determinesneed forformaltrainingto supplement on-the-job training, identifies external sources for training,recommends expenditures for trainingto management,andallocatestime for completionoftraining.
-ManagingWork Processes:Workswith manager toassess work standards, internal operating procedures, guidelines, and utilization of resources.Determines applicability ofstandards in unusual situations.
-ManagingWork and Performance: Monitors work ofstaff, closely and ongoing,toassessand problem-solve. Reviewsperformance on adaily basisand providessuggestions andgives instructionsfor improving work.
-InterpersonalSkills:Communicates effectively toemployees inthe unit to relay informationfrom higher-level management.
-Other HR Functions: Reviewsapplicationsand develops interview questionsand conducts interviewswith higher levelmanager.Develops work plansand conductsperformancereviewswith higher manager. Recommendsapprovalof leavebased on work load of the unit.Resolves minor problems andcomplaints on aninformal basis. Identifies more serious problems andbrings to attentionof appropriate authority.
-ManagingWork and Performance: Reviews work ofstaff uponcompletionto assess and problemsolve. Reviewsaccomplishments ofthe unitover a short-rangeperiod toinsure that performance and service meet the required standards.
-InterpersonalSkills:Motivates and encourages employeesthroughtheexplanation of changing priorities,organization,orprocesses.
-Other HR Functions: Participates withmanager inthe establishment of criteria forscreening of applicants, conducts interviews, and recommends selectionto management. Develops work plansand conductsperformance review ofstaff,subject to higher levelreview.Approves routine leave requests. Counsels employees informally regarding jobperformanceor personal conduct asneeded. Recommendsdisciplinary actionto higher
authority.
ADVANCED
-Planning and Organizing:Planswork operations; establishespriorities, setsdeadlines, withinestablished goals and objectives. Modifies or changes workassignments, workflow or procedurestoinsureeffectiveperformanceofall dutiesand deliveryof services based onchanging needs.
-Budgeting:Recommendsexpendituresbased on the needs of the work unit.
-Training: Determinesneed forand develops formal andon-the-jobtraining programs relatedto work operations. Participatesinthedevelopment of content andstructure andmodifiesasneeded basedon operational changes.
-Managingwork Processes: Establishes, develops,andrevisesworkstandards,internal operating policies, guidelines, and procedures that directly relate tothe work unit.Determines applicability in controversialor precedent-setting situations. Providesmanagement support toensure adherenceto work rules,standardsandguidelines. Implementsminoradjustmentsorchanges.
-ManagingWork and Performance: Evaluates accomplishmentsof theunit toensureprogram missionsand goalsarebeing met. Makesfinal review for most difficult, controversial or sensitive work to assessand problemsolve.
-InterpersonalSkills:Providesmediationactions with employees asneededand serves as liaison to management oncontroversial activities of the unit.
-Other HR Functions: Screens andinterviews applicantswith selection recommendation reviewed mainly toensure consistencywithapplicable policies and procedures.Hasinput into reclassifications, salary administrationissues,and promotions. Approvesall leaverequests. Counsels employeesconcerning performanceand personal conduct,develops correctiveactionplanswhen appropriate,andparticipateswithmanagement in determiningandimplementingappropriateaction. Recommends resolution of disciplinary/grievance issues.
MINIMUMTRAINING ANDEXPERIENCE:
Graduation fromhighschooland twoyearsof progressively responsibleadministrative/officemanagement
experience; includingsome experience asa leadworker;oranequivalent combinationoftraining andexperience.
Special Note:This is a generalizedrepresentationofpositionsinthis class andisnot intendedto reflect essential functionsperADA. Examples of competencies are typicalof the majority of positions,but may notbeapplicable to all positions.
Degrees mustbereceivedfromappropriately accredited institutions.