Admin Office Supervisor

County of Chester; West Chester (Chester County); On-site; USD 55,000 - 75,000; Full time

Job summary

County of Chester is seeking an Administrative Office Supervisor to assist the Director and Senior Staff with administrative and office support. This role also serves as back-up to the Contract Technician in their absence.

Responsibilities include preparing specifications, creating Excel reports, assisting with RFPs and leases, payroll processing, budgeting, and ensuring smooth operations across the department. Strong communication and confidentiality are essential.

Qualifications

• Associate’s degree or equivalent combination of education and experience.
• Five to seven years of job-related experience.
• Strong verbal and written communication skills.
• Strong typing and computer skills are required.
• Knowledge of modern office equipment (fax, copier, calculator).
• Ability to work independently and proceed with objectives.
• Ability to maintain confidential information and handle confidential matters.
• Ability to work as part of a team.
• Strong interpersonal skills.
• Ability to multi-task.
• Accurate and detail oriented.
• Ability to interface with all levels of county management.
• A valid driver’s license is required.

Responsibilities

• Provide administrative support through Excel, word processing, and preparing PowerPoint presentations.
• Prepare bid specifications from documents provided by the Deputy Director and Senior Buyers.
• Create and update Excel spreadsheets supporting bid process, contract administration, and reports.
• Assist in preparation and distribution of County RFPs.
• Assist in preparation of various County leases.
• Produce financial reports and records.
• Prepare and monitor annual department budget.
• Compose and prepare correspondence.
• Oversee and schedule support staff.
• Process bi-weekly payroll.
• Attend staff meetings and prepare/distribute minutes.
• Update and maintain departmental records.
• Prepare travel reimbursements and credit card vouchers.
• Create/update monthly, quarterly, and year-end reports.
• Serve as point of contact for vendors; process invoices and requisitions.
• Schedule meetings and departmental functions; maintain calendar.
• Interface with county procurement representatives.
• Perform evaluations and provide training to staff.
• Interact with employees on difficult issues; supervise staff.

Skills

Strong communication

Typing speed

Teamwork

Interpersonal skills

Multitasking

Attention to detail

Confidentiality

Time management

Flexibility

Proactive

Independent work

Education

Associate’s degree in Business Administration

Equivalent education/experience

Tools

Excel

Word processing

PowerPoint

Access

Outlook

Internet Explorer

PeopleSoft

Job description

The Administrative Office Supervisor assists the Director and Senior Staff by providing administrative and office support to the Department. This position also serves as back-up to the Contract Technician in their absence.

• Provide administrative support thru Excel, word processing, preparing PowerPoint presentations and other computer skills.
• Prepare bid specifications from documents provided by the Deputy Director and Senior Buyers as requested.
• Create and update Excel spreadsheets relating to and supporting the bid process, contract administration, department report documentation.
• Assists in the preparation and distribution of the County’s RFP’s.
• Assists in the preparation of various County leases.
• Produce financial reports and records.
• Prepare and monitor annual department budget.
• Compose and prepare correspondence.
• Oversee and schedule support staff.
• Process bi-weekly payroll.
• Attends staffmeetings and prepares and distributes the minutes.
• Update and maintain departmental records.
• Prepare travel reimbursement and credit card vouchers for department.
• Create and update monthly, quarterly, and year-end reports.
• Serve as a point of contact for vendors requesting information.
• Process invoices, prepare order requisitions.
• Schedule meetings and other departmental functions; maintains department calendar.
• Interfaces with our local surrounding County’s Procurement representatives.
• Perform evaluations for support staff and Contract Technician, assist with goal setting.
• Provides training to office subordinates.
• Interact with employees when difficult issues arise between the employee and county or non-county agencies.
• Supervise employees, lend support and offer encouragement.
• Perform other duties, tasks and special projects, as required.

• Associate’s degree from an accredited college or university, or equivalent combination of education and experience.
• Five to seven years of job-related experience.
• Strong verbal and written communication skills.
• Strong typing and computer skills are required in this position.
• Knowledge and skill with modern office equipment (fax, copier, calculator).
• Ability to work independently and proceed with objectives.
• Ability to maintain confidential information and handle confidential matters.
• Ability to work as part of a team.
• Strong interpersonal skills.
• Ability to multi-task.
• Accurate and detail oriented.
• Ability to interface with all levels of county management.
• A valid driver’s license is required.

Preferred Skills, Knowledge & Experience:

• Associate degree from an accredited college or university in Business Administration.
• Five years of experience in office administration.
• Ability to follow office protocol.
• Ability to use common sense understanding to carry out written or oral instructions.
• Strong time management and organizational skills.
• Flexibility.
• Exhibits a willingness to learn new tasks.
• Ability to direct and lend suggestions on unusual situations as they may occur.
• Ability to coordinate and distribute work assignments.
• Flexibility
• Proactive.
• Ability to carry tasks to completion.

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is give per County policy.

Computer Skills:

To perform this job successfully, an individual should have:

• Advanced Word skills
• Advanced Excel skills
• Intermediate Access skills
• Basic PowerPoint skills
• Basic Outlook skills (Email and Calendar)
• Basic Internet Explorer skills
• PeopleSoft skills or the ability to learn PeopleSoft.

Physical Demands:

While performing the duties of this position, the employee is frequently required to sit, talk or hear. Occasionally, the employee will need to stand, walk, reach above shoulders, bend at the waist or work bent at the waist, climb stairs, and lift or carry up to 10 pounds for a distance of up to 300 feet. On rare occasions, the employee will need to work with arms above their shoulders; twist or rotate at the waist; kneel, stoop, crouch or squat; and drive a personal vehicle.

The special vision requirements for this job are:

• Close vision (computer, spreadsheets, financial reports, etc.)
• Color vision (ability to identify and distinguish colors (department-specific).

Work Environment:

• The noise level is usually quiet to moderate (office environment with computers, printers, light traffic, etc.).
• Will work inside 95% of the time.
• Noise and interruptions may affect ability to concentrate while working on statistical reports and cost analysis projects.

Other:

• Ability to work extended hours, as necessary.
• This position requires professionalism.
• Must be able to drive to vendors and various county sites.