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Bellevue, WA - Administrative Services Supervisor

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City of Bellevue: Administrative Services Supervisor

JOB TITLE:

Administrative Services Supervisor

JOB FAMILY:

Administrative

JOB TITLE CODE:

  

EEO CODE:

Professional

DEPARTMENT(S):

Multiple

WAGE SCHEDULE:

G

FLSA STATUS:

Exempt

EFFECTIVE DATE:

January 1, 2001

JOB SUMMARY

This position is located throughout the City in a variety of departments. Generally an incumbent in this position supervises one or a combination of the following administrative functions within a department: fiscal management and budget, human resources, risk management or systems administration. Work involves complex analytical processes, project and systems management.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Performs duties and responsibilities commensurate with assigned functional area within a City department which may include, but are not limited to, any combination of the following tasks:

  • Supervises, oversees, and performs clerical and administrative support tasks.
  • Manages and supervises work-flow and activities of department support staff; evaluates staff and creates a work environment conducive to creativity and teamwork; establishes work procedures and standards to improve efficiency and effectiveness of assigned operations.
  • Prepares expenditure forecasts and revenue projections for assigned programmatic areas; manages the budget and expenditure process; supervises support staff engaged in budget monitoring and purchasing; recommends establishment of fees and/or charge-backs to attain desired revenue; monitors revenue.
  • Manages vendors and vendor contracts; ensures performance expectations are met; takes corrective action when required; oversees scheduling and customer contacts; prepares proposal requests and bids as needed; ensures that Federal, State and local laws, policies and procedures are maintained and met; recommends changes to policies and procedures; ensures staffing training and development of program area requirements.
  • Manages the input, update and design of a specific systems area; oversees support staff engaged in systems updates; coordinates with Information Services staff to trouble-shoot enterprise-wide systems problems; works with vendors to acquire, update and troubleshoot program-specific systems; maintains and updates relational databases and generates reports.
  • Conducts high-level, complex analyses; compiles and interprets statistical, demographic and performance target data; analyzes business process and workflow and recommends improvements and enhancements.
  • Serves as project manager for special, ongoing or ad hoc projects in risk, human resources, systems, or fiscal operations.

SUPERVISION RECEIVED AND EXERCISED

Works under general supervision.

Exercises supervision over one or more full-time administrative support staff, as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

Graduation from an accredited four-year college or university with a degree in business or public administration, human resources, finance, information systems or project management.

Four or more years of progressively responsible related experience in finance, human resources, project management, information sciences or related field, including supervisory experience.

Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

Thorough knowledge of the principles and practices of public sector organization and program operations; knowledge of projects management, including planning, scheduling, monitoring, and problem solving; knowledge of the methods and procedures of budget development and control; considerable knowledge of City, state and federal laws and regulation relevant to the program area as well as departmental policies and procedures.

Knowledge of contemporary management theories, practices and techniques in each of the functional areas above which falls within current or potential responsibilities of the position; Relevant financial and legal requirements; the mission, services and challenges of the department to which assigned.

Ability to plan, direct and coordinate the work of direct reports; develop and maintain effective working relationships at all levels within and outside of the department; prepare effective correspondence and reports; and communicate effectively verbally and in sensitive interpersonal situations.

Ability to provide leadership, counsel, motivation and constructive performance reviews to staff, securing their respective commitments to the City's goals.

Ability to conduct complex administrative studies. Ability to prepare informative financial reports.

Expertise with databases and spreadsheet programs utilized by the City; expertise in the use of the City's enterprise-wide financial information system.

PHYSICAL DEMANDS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls and reach with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

The employee may be required to push, pull, lift, and/or carry up to 20 pounds.

The noise level in the work environment is usually moderately quiet.