Administrative Supervisor

Chesterfield County, Virginia; Chesterfield Court House (VA); On-site; USD 50,000 - 70,000; Full time

Job summary

Chesterfield County Parks and Recreation seeks an Administrative Supervisor to oversee administrative support, customer service, and records management.

Under general supervision, you will supervise staff, manage budgets, handle registrations and shelter rentals, and coordinate events and sponsorships for the department.

Typical hours are Monday to Friday, 8:30 am - 5:00 pm, with occasional weekends and evenings to support special events.

Qualifications

• Associate's degree in business, office administration or related field.
• Five years of increasingly responsible experience in administrative support, including one year in a supervisory or lead capacity; or an equivalent combination of training and experience.
• Working knowledge of principles and practices of administrative management.
• Ability to identify and define workflow problems, evaluate data, make recommendations and develop/implement a plan of action; to effectively prioritize and organize multiple assignments and projects; to prepare and manage a budget; to communicate effectively orally and in writing; to operate a personal computer and related software, and other standard office equipment; to develop and maintain effective working relationships with internal and external customers; to supervise staff.

Responsibilities

• Supervise, train and evaluate the work of administrative staff;
• Support the Special Events team by recruiting volunteers, managing history vendor contracts, and completing other duties as assigned for each event;
• Manage and reserve recreational equipment for department use; communicate to relevant personnel on equipment location;
• Responsible for identifying and securing sponsorship opportunities, cultivating relationships with potential sponsors, soliciting contributions, and conducting timely follow-ups to confirm commitments, maintain engagement, and ensure all sponsorship obligations are fulfilled;
• Develop work plans, schedules and methods for unit operation;
• Monitor and assess unit performance, productivity and needs and recommend or make minor changes in workflow, procedures, or assignments to accommodate changing priorities;
• Establish, develop, and revise work standards, internal operating policies, guidelines, and procedures that directly relate to the work unit;
• As needed, coordinate and supervise responses to inquiries related to registrations and shelter rentals; including research and resolution of account issues; providing explanation of policy and procedures; oversee and assist with payment and refund processing in ActiveNet and financial reporting systems; processes daily deposits;
• Prepare and monitor assigned budget;
• Research, compile, analyze, and summarize data and information for decision-making, reports and special projects;
• Respond to inquiries and provide information to the public; investigate minor problems and complaints and recommend corrective action as necessary to resolve problems; perform other work as required.

Skills

Supervisory experience

Budget management

Communication

Prioritization & organization

Data evaluation & problem solving

Education

Associate's degree in business or office administration

Tools

ActiveNet

Office software

Job description

Associate's degree in business, office administration or a related field; five years of increasingly responsible experience in administrative support work, including one year of experience in a supervisory or lead capacity; or an equivalent combination of training and experience. Working knowledge of principles and practices of administrative management. Ability to identify and define workflow problems, evaluate data, make recommendations and develop/implement a plan of action; to effectively prioritize and organize multiple assignments and projects; to prepare and manage a budget; to communicate effectively orally and in writing; to operate a personal computer and related software, and other standard office equipment; to develop and maintain effective working relationships with internal and external customers; to supervise staff.

Pre-employment drug testing, FBI criminal background check and education/degree verification required.

Under general supervision, performs work of moderate difficulty in supervising a unit of administrative support services functions and staff; performs related work as required. Supervises the department’s administrative support functions, customer service, budget monitoring including documenting expenses and processing donations, soliciting sponsorships, and records management of the department. The administrative support functions include answering telephone and email communications; providing online registration and reservations support; organizing the administrative office and management of department records.

Administrative Supervisor duties:

• Supervise, train and evaluate the work of administrative support, customer service, and other staff;
• Support the Special Events team by recruiting volunteers, managing history vendor contracts, and completing other duties as assigned for each event;
• Manage and reserve recreational equipment for department use; communicate to relevant personnel on equipment location;
• Responsible for identifying and securing sponsorship opportunities, cultivating relationships with potential sponsors, soliciting contributions, and conducting timely follow-ups to confirm commitments, maintain engagement, and ensure all sponsorship obligations are fulfilled;
• Develop work plans, schedules and methods for unit operation;
• Monitor and assess unit performance, productivity and needs and recommend or make minor changes in workflow, procedures, or assignments to accommodate changing priorities;
• Establish, develop, and revise work standards, internal operating policies, guidelines, and procedures that directly relate to the work unit;
• As needed, coordinate and supervise responses to inquiries related to registrations and shelter rentals; including research and resolution of account issues; providing explanation of policy and procedures; oversee and assist with payment and refund processing in ActiveNet and financial reporting systems; processes daily deposits;
• Prepare and monitor assigned budget;
• Research, compile, analyze, and summarize data and information for decision-making, reports and special projects;
• Respond to inquiries and provide information to the public; investigate minor problems and complaints and recommend corrective action as necessary to resolve problems; perform other work as required.

Monday - Friday; 8:30 a.m. - 5:00 p.m.; includes some weekends and evenings

Parks and Recreation