Administrative Office Supervisor - Budget & Payroll Liaison

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

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.