Administrative Supervisor (14888, Grade 20)

The Maryland-National Capital Park & Planning Commission•Largo, MD

3d•Onsite

About The Position

The Maryland-National Capital Park and Planning Commission (M-NCPPC) Prince George’s County Department of Parks and Recreation is a well-respected leader in the field with an unprecedented six national gold medals for excellence in parks and recreation management. The Maryland-National Capital Park and Planning Commission is an award-winning organization with over 5,000 employees that administers over 52,000 acres of stream valley parks, large regional parks, neighborhood parks and park-school recreation areas throughout Montgomery and Prince George's Counties. Prince George’s County is also responsible for developing and delivering the County's public recreation programs. The Department of Parks and Recreation, Prince George’s County, is seeking an Administrative Supervisor for the Youth and Countywide Sports Division. The Youth and Countywide Sports Division (YCSD) focuses on providing athletic opportunities for county residents and will become a one stop shop for all youth sports programs in the county. One of the main goals of YCSD is to provide seamless sports experience for kids, parents, coaches who are seeking an opportunity to play or coach. YCSD offers sports programs and specialty events for residents of all ages and skill levels. YCSD is dedicated to creating healthy communities through people, parks and programs by offering family-oriented and culturally informed sports programs in addition to educational opportunities that will work together to improve the quality of life for all Prince George's County residents. YCSD includes two major services and programs: Countywide Youth and Adult Sports and the use of Athletic Fields. The ideal candidate will be responsible for providing experienced and professional administrative support to the Division Chief, Assistant Division Chief and the Division. This position serves as a liaison to Executive Leadership, Senior Management, supervisors and team members. This position manages a team of administrative professionals responsible for recruitment and selection, payroll processing, human resources, employee benefits, training, procurement, maintaining administration budget and purchases, and computer hardware and software systems for the Division.

Requirements

High school diploma or a Certificate of General Educational Development (GED).
Four (4) years of progressively responsible experience that includes at least two years in administrative and clerical support work.
An equivalent combination of education and experience may be substituted, which together total 4 years.

Nice To Haves

Ability to establish and maintain effective working relationships with employees, public officials, community leaders, other departments, and the public.
Strong project management skills
Ability to balance multiple requests and deadlines simultaneously.
Exceptional customer service skills to manage interactions with staff, citizens, all levels of management and senior officials to provide information, gather data, and prepare reports.
Experience with scheduling meetings, answering, and directing inquiries.
Ability to rely on experience and judgment to plan and accomplish goals and a wide degree of creativity to solve problems.
Expert knowledge of Microsoft Office Suite (Outlook Word, PowerPoint, Excel) and Adobe Acrobat

Responsibilities

Coordinates and serves as Point of Contact for administrative activities in support of the Division Chief and Assistant Division Chief; functions as an extension of the Office of the Division Chief; represents the Office of the Division Chief with discretion, integrity, and respect.
Provides leadership to division administrative team, including facilitating communications and hosting quarterly meetings; develops best practices; researches administrative and operational issues; works with the team to develop, lead and implement workflow plans and document routing processes; conducts performance counseling and yearly evaluations, well as, troubleshooting intra-team challenges, establishes goals and objectives; initiates disciplinary actions where necessary; approve time cards and requests for leave; develops office policies and procedures.
Ensures the administration of personnel actions and payroll activities for team members; sends periodic reminders to Management Team to ensure completion and compliance with administering within required deadlines.
Coordinates, reviews, and edits the Division's Performance Management process and documents for accuracy; works with Management Team to ensure documents address successes and deficiencies.
Develops and maintains reports periodically, such as the Vacancy Report & Seasonal Position Compliance Report, Performance Recognition Awards Report.
Contacts Management Team and team members on behalf of Division Chief and Assistant Division Chiefs to discuss and relay guidelines and deadlines on confidential/sensitive issues or to provide updates on division programs and projects.
Keeps support staff and Management Team apprised of upcoming scheduled events or deadlines and initiates steps to ensure deadlines are met as the need arises.
Coordinates activities/functions/services with other DPR units and external suppliers; facilitates logistical requirements; works with and communicates needs to vendors; follows all procurement and purchasing policies and procedures.
Prepares a wide variety of complex correspondence; uses software to enter data and perform computations; extracts and compiles data to prepare administrative reports; makes edits to ensure accurate documents.
Provides backup support to administrative team members on payroll/UKG/Kronos, recruitment, and financial processes.
Prepare and submit Recruitment Plans and enter job postings in NEOGOV; Schedule interviews; Assist supervisors with interview questions; ensure copies of interview questions and room setup, assist supervisor with the preparation of recommendations for hire, checklists, and submit to Human Resources.
Track progress of posting or Recommendation for hire.
Work closely with the staff of Recruitment, Health & Benefits, Risk Management, Classification and Compensation, Human Resources/Records, and Payroll.
Process accurate time and attendance records/payroll on the automated time reporting system using UKG software; prepare and distribute time and attendance reports to supervisors promptly; produce customized reports on employees' leave for supervisors and Division Chief.
Update Bi-Weekly Division Activity/Vacancy Report; Vacancy Report; Personnel Listing By Section; Update regularly Organization Chart; Daily contact with ITC support specialist to resolve staff IT issues.
Process personnel action forms promptly; accurately prepare and process proper documents for new employees, Terminations, LWOP, LTD, Worker's Compensation, Disability Leave, FMLA, and Sick Leave Bank.
Supervise one Administrative Specialist 1, two Administrative Assistant III’s, one Administrative Assistant 1, and one seasonal/intermittent employees.
Establish and maintain administrative backup systems as needed.
Serves as backup to other administrative staff.
Serves as liaison to Health and Benefits with open enrollment, FMLA, Waiver of positions, assist with return-to-work duty physicals & disability claims.
Answer phones; prepare Performance & WOW awards, track monies spent on YCSD Admin supplies/material budget; submit monthly Performance Awards Reports; update online employee directory; Assist staff with tuition assistance program in preparing forms to submit to Division Chief for approval.
Attend Administrative Supervisor meetings & HR coordinator meetings.
Assist in preparing and processing invoice payments; ensures that vendors have been paid.
Serves as petty cash custodian for Division.
Reviews financial documents and verifies calculations and budget codes.
Assist staff with obtaining open purchase order numbers to make purchases; create requisitions and purchase orders to obtain a purchase order number.