Administrative Support Services Supervisor

Parkland Health; Dallas (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Parkland Health in Dallas is seeking an Administrative Support Services Supervisor within Correctional Health to oversee department support staff and ensure efficient office operations.

The role includes supervising at least 2 FTE, handling scheduling, reports, and policy interpretation, while maintaining confidential information and coordinating with leadership.

Qualifications

• Must have a High School Diploma or GED equivalent.
• Must have six (6) years of secretarial experience.
• Includes ability to type 50 wpm with minimal errors and manage multiple projects.

Responsibilities

• Selects, trains, schedules, motivates, supervises, evaluates, and makes recommendations for disciplinary action up to termination to maximize individual and group capabilities.
• Provides calendar management for assigned executive and schedules complex meetings with internal/external attendees.
• Manages the administrative office to support division needs while maintaining confidentiality.
• Gathers, researches, assembles, summarizes, and compiles data for complex reports and presentations.
• Interprets and maintains policies and procedures to ensure consistent operations.
• Handles daily inquiries, paperwork, and issues independently to optimize executives’ time.
• Analyzes workflows and implements changes to improve efficiency and productivity.
• Serves as supervisor's representative on committees and in meetings as assigned.
• Manages and coordinates projects as needed.
• Take notes and transcribe meeting minutes with technical and confidential content.

Skills

Typing speed (50 wpm)

Time management

English vocabulary/grammar

Compose correspondence independently

Office equipment knowledge

Written communication

Phone techniques

Policies and procedures familiarity

Judgment and decision-making

Supervisory capability (2 FTE)

Report to director/above

Education

High School Diploma or GED

Job description

Location: Dallas Cnty Jail-Crowley Bldg

Administrative Support Services Supervisor - Correctional Health

Primary Purpose

Supervises department and/or division administrative support staff to ensure effective and efficient operation of support functions within department and/or division. Performs complex administrative office duties involving report generations, budgetary assistance, and completing special projects in order to provide secretarial services. Responsible for supervising a minimum of two full-time equivalents (2 FTE) to include selection, evaluation, and termination of staff.

MINIMUM SPECIFICATIONS

Education

• Must have a High School Diploma or GED equivalent.

Experience

• Must have six (6) years of secretarial experience.

Skills Or Special Abilities

• Must be able to type 50 words-per-minute with a maximum of three errors.
• Must have superior time management skills with demonstrated ability to successfully handle multiple projects and assignments.
• Must have excellent vocabulary skills and a demonstrated ability in English and grammar.
• Must be able to compose correspondence independently.
• Must be familiar with the operations of standard office equipment and health care terminology.
• Must be able to write effectively.
• Must be able to demonstrate good phone techniques and manners.
• Must be familiar with the assigned function's operations, policies and procedures.
• Must be able to use sound judgment in making complex decisions.
• This position must supervise a minimum of two full-time equivalents (2 FTE) to include selection, evaluation, and termination of staff to ensure compliance with Fair Labor Standards Act.
• This position must report to a director or above.

Responsibilities

• Selects, trains, schedules, motivates, supervises, evaluates, and makes recommendations for disciplinary action up to and including termination, to ensure maximum utilization of individual and group capabilities. Ensures that assigned employees receive opportunities to further their knowledge.
• Provides calendar management for assigned executive. Schedules complex meetings, retreats and conferences with internal/external customers and Parkland staff as needed.
• Manages the administrative office to include providing a wide range of solutions and support for the needs of the division while maintaining confidential business matters and ensuring efficient and effective operations of the office.
• Gathers, researches, assembles, summarizes and compiles data for complex reports and presentations in order to provide administrative support for assigned area.
• Interprets and maintains policies and procedures of assigned area and Parkland to contribute to consistency of operations.
• Handles all daily administrative inquiries, paperwork and issues on an independent basis to ensure assigned executives time is utilized more efficiently and effectively. Organizes and maintains office files and records and follows up on pending matters to provide timely and accurate information as needed.
• Identifies and analyzes the design of jobs, work processes, workflows, etc., for administrative support area and implements appropriate changes to improve effectiveness, productivity, and efficiency that support the overall goals for the department and Parkland.
• Serves as supervisor's representative on committees and in meetings as assigned.
• Manages and/or coordinates projects for as assigned.
• Take notes, including minutes of meetings, and transcribe into final form, often of a technical or confidential nature, to maintain highly accurate information regarding unit operations.

Job Accountabilities

• Identifies ways to improve work processes and improve customer satisfaction. Makes recommendations to supervisor, implements, and monitors results as appropriate in support of the overall goals of the department and Parkland.
• Stays abreast of the latest developments, advancements, and trends in the field by attending seminars/workshops, reading professional journals, actively participating in professional organizations, and/or maintaining certification or licensure. Integrates knowledge gained into current work practices.
• Maintains knowledge of applicable rules, regulations, policies, laws and guidelines that impact the area. Develops effective internal controls designed to promote adherence with applicable laws, accreditation agency requirements, and federal, state, and private health plans. Seeks advice and guidance as needed to ensure proper understanding.