ADMINISTRATIVE SUPPORT SUPERVISOR

Calcasieu Parish Police Jury; Lake Charles (LA); On-site; USD 42,000 - 52,000; Full time

Job summary

Calcasieu Parish Police Jury in Lake Charles, LA seeks an Administrative Support professional at level 4 of the series. Incumbents coordinate, develop and implement office procedures and supervise lower level administrative staff.

The role involves developing and revising office procedures, training staff on equipment and software, data tracking and analysis, task assignment, and maintaining filing systems. The position may include budget tracking and meeting coordination.

Responsibilities

• Supervises administrative support staff to include: prioritizing and assigning work; developing policies and procedures; ensuring that employees follow policies and procedures; maintaining a healthy and safe working environment.
• Reviews, revises, and implements office procedures; provides training to lower level employees.
• Prepares, reviews, compiles, and tracks a variety of information, data, forms, records, business correspondence, budget information, and/or reports; makes recommendations based on findings.
• Provides complex administrative support which includes preparing meeting agendas and taking formal meeting minutes, maintaining departmental data, determining department software needs, and/or preparing and distributing department documents. Maintains appropriate office supply levels within assigned area of responsibility; requisitions supplies.
• Tracks a budget; monitors expenditures; process invoices and other related financial documentation.
• Establish and maintain filing systems, control records, and indexes using independent judgment.
• Provides detailed support to management staff; anticipate and respond to basic requests.
• Schedules and finalizes appointments for staff; reminds staff of scheduled appointments; makes arrangements for regularly scheduled meetings; keeps a calendar of office events.
• May complete lower level administrative duties within area of assignment.
• Performs other duties of a similar nature or level.

Job description

Summary

This is the fourth of five levels in the Administrative Support series.

Incumbents coordinate, develop and implement office procedures, and supervise lower level administrative support staff. Responsibilities may include developing, revising, and implementing office procedures; training employees on office equipment and software; ensuring optimal use of software applications; compiling, tracking and analyzing data; assigning tasks; monitoring work; and performing the duties of the lower levels.

Examples of Duties

(The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Other duties may be assigned.)

• Supervises administrative support staff to include: prioritizing and assigning work; developing policies and procedures; ensuring that employees follow policies and procedures; maintaining a healthy and safe working environment
• Reviews, revises, and implements office procedures; provides training to lower level employees.
• Prepares, reviews, compiles, and tracks a variety of information, data, forms, records, business correspondence, budget information, and/or reports; makes recommendations based on findings.
• Provides complex administrative support which includes preparing meeting agendas and taking formal meeting minutes, maintaining departmental data, determining department software needs, and/or preparing and distributing department documents. Maintains appropriate office supply levels within assigned area of responsibility; requisitions supplies.
• Tracks a budget; monitors expenditures; process invoices and other related financial documentation.
• Establish and maintain filing systems, control records, and indexes using independent judgment.
• Provides detailed support to management staff; anticipate and respond to basic requests.
• Schedules and finalizes appointments for staff; reminds staff of scheduled appointments; makes arrangements for regularly scheduled meetings; keeps a calendar of office events.
• May complete lower level administrative duties within area of assignment.
• Performs other duties of a similar nature or level.

Supervisory Responsibilities