ADMINISTRATIVE SUPPORT SUPERVISOR

Calcasieu Parish Police Jury; Louisiana (MO); On-site; USD 42,000 - 64,000; Full time

Job summary

Calcasieu Parish Police Jury in Louisiana is seeking an experienced Administrative Support level 4 to coordinate, develop and implement office procedures and supervise lower level staff. This role includes training staff on office equipment and software, and tracking data for reports and budgeting.

The incumbent will provide detailed support to management, manage calendars and meetings, and maintain filing systems while ensuring compliance with policies and laws.

Qualifications

• Associate's degree and three years administrative support experience or equivalent.
• Experience supervising staff and implementing office procedures.
• Ability to train employees on office equipment and software; data tracking and reporting.

Responsibilities

• Supervises administrative support staff and assigns work.
• Reviews, revises, and implements office procedures; trains lower level staff.
• Prepares and tracks information, forms, budget data, and reports; makes recommendations.

Skills

Supervisory principles

Office procedures

Data tracking and analysis

Training staff

Budgeting basics

Communication skills

Microsoft Office

Education

Associate's degree plus 3 years experience

Tools

Office software

Job description

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.(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

May supervise lower level employees as assigned. Carries out supervisory responsibilities in accordance with the Parish's policies and applicable laws. Supervisory responsibilities may include training employees; planning, assigning, and directing work; and addressing complaints and resolving problems.

EDUCATION AND EXPERIENCE

Associate's degree and three years administrative support experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

LICENSING REQUIREMENTS

• Valid Driver’s License as per State law or requirement.

QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE

• Supervisory principles and practices;
• Modern office procedures and equipment;
• Customer service principles;
• Recordkeeping principles;
• Mathematical concepts;
• English language, grammar, and punctuation;
• Report preparation techniques;
• Basic budgeting principles;
• Inventory management principles;
• Computers and related software applications.

SKILLS

• Monitoring and evaluating employees;
• Prioritizing and assigning work;
• Researching and compiling data;
• Maintaining records and files;
• Preparing meeting agendas and minutes;
• Compiling data and preparing reports;
• Using proper English, grammar, punctuation, and spelling;
• Maintaining and requisitioning office supplies;
• Using computers and related software applications;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

PHYSICAL REQUIREMENTS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Positions in this class typically require: reaching, standing, walking, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and risk of electrical shock.

The noise level in the work environment is usually moderate.

NOTE

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.