ADMINISTRATIVE SUPERVISOR

Thurston County • Olympia, WA

5h • Onsite

About The Position

Thurston County Public Health & Social Services (PHSS) is recruiting for an
in-person (Monday-Friday) Administrative Supervisor for our Vital Records and
Administrative Services Team.

We are seeking a positive, detail-oriented, and well-organized team leader to
work alongside our Vital Records Administrative Services team. In this key
supervisory role, you will take the lead in guiding and supporting a dedicated
team, coordinating and assisting with day-to-day operations, developing
efficient work plans, and managing team schedules to ensure top-quality customer
service. You will play a vital role in shaping and assisting in the team
success, mentoring staff, and fostering a collaborative and high-performing work
environment.

Beyond team leadership, you will provide essential administrative support to the
department through excellent customer service to both internal and external
customers. This is a front facing position that is accessible to the public, and
you will be working alongside the team to support our customers. This is an
exciting opportunity to bring your organizational talents, leadership skills,
and service mindset to a team that makes a meaningful impact every day.

Requirements

• High School Diploma or GED and at least one year of college level coursework in public administration, business administration, computers, and accounting or closely related topics.
• Two years of experience providing senior level office support, including responsibility for budgeting, purchasing, performing research, and recommending policies and procedures, with at least one year of supervisory experience.
• Requires a high level of proficiency with the personal computer and a variety of related software programs, including word processing and spreadsheet programs.

Nice To Haves

• At least three (3) years of experience supervising a team in an office environment
• Advanced experience with Microsoft Office suite (SharePoint, Excel, MS Teams, etc.)
• Experienced in high level administrative functions such as travel desk support, vehicle oversight, supply ordering and credit card maintenance, etc.
• Demonstrated ability to provide support and guidance to a customer service-oriented team
• Previous experience with vital records (death registration, birth and death certificate issuance)
• Become trained as a Chief Deputy Registrar within 9 months of hire
• Create an environment where employees and partners can safely express needs or concerns and where employees can make and correct mistakes
• Effectively interact with sensitivity while working with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds, and persons of all ages, gender identities, sexual orientations, and lifestyles
• Thrive in a fast-paced, robust organization maintaining a positive work environment
• Serve the public in a timely, complete, accurate, and professional manner while ensuring that written and verbal communication is clearly understood by others
• Maintain cultural competency to support diverse perspectives in developing, implementing, and evaluating policies, programs, and services that affect the health of the community
• Strong oral communication for networking and interpersonal relationships
• Excellent written communication including the ability to craft correspondence, reports, and articles or web postings with minimal grammatical and syntax errors
• Supervise, motivate, and develop employees and team to become more productive and effective in achieving desired goals and career growth while encouraging employee critical reflection; able to give direction without conflict
• Show fairness and impartiality in interactions; is interested in employee welfare, elicits staff input where feasible; respond to staff suggestions and complaints in a sincere, sensitive, and timely manner
• Use strategic thinking and planning for goal setting and evaluation
• Effectively plan, organize, and manage competing priorities and challenges under pressure
• Create a sense of mission by articulating and modeling confidentiality, professional values, and ethics with honesty and integrity
• Operate with a high degree of flexibility, initiative, attention to detail, and commitment
• Delegate and use persuasion and negotiating skills for shared responsibility and acceptance of change

Responsibilities

• Supervision of a team of 3 team members; responsible for assigning and approving work, management of team schedules, and reviewing/approving leave requests and timecards
• Set team performance expectations and standards, conduct performance evaluations, provide training and coaching, and recommend disciplinary actions if required
• Provide Vital Records (death registration, birth & death certificate issuance) task execution and oversight, in addition to providing supervisor duties related to accounts, billing, compiling data, preparing/sending monthly information, and providing on-call after hours/weekend/holiday phone responsibilities
• Provide front counter Vital Records and administrative support to internal and external customers
• Assist with creating, reviewing, and maintaining department-wide policies in coordination with Department leadership
• Development of department-wide archiving process 
• Management of building related tasks such as surplus inventory/disposition, managing building maintenance work orders, and conference room coordination for internal and external customers
• Provide notary services to internal staff in the line of department business
• Perform other work as required or assigned, including, but not limited to, a 24/7 response during public health emergency situations and disease outbreak investigations

Benefits

• Work-Life Balance: We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals’ lifestyle.
• Plan For Your Future: As a member of our team, you will enjoy great employee benefits, including a retirement plan, pre-tax savings accounts, as well as comprehensive health care and dental/vision care for you and your family.
• Paid Leave: Full-time regular employees earn paid vacation in addition to paid holidays
• Robust Training Program: Employees are encouraged to attend County paid training to help them further their career, learn new skill sets, and stay on top of emerging trends in our industry. We also encourage our staff to participate in professional organizations and attend conferences.
• Flexible Work Schedules: Some of the options that employees may take advantage of include alternative or compressed schedules and/or remote working.
• Deferred Compensation: The County offers 3 voluntary deferred compensation plans for employees who would like to set aside additional deferred tax dollars into a retirement savings plan.
• Flexible Spending Account (FSA): Employees can take advantage of Section 125 flexible spending accounts for out-of-pocket health care and daycare expenses with pre-tax dollars.
• Public Service Loan Forgiveness: This is a federal program which allows full-time public service employees who have made qualifying payments for certain loans, to get their student loans repaid.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED