Administrative Supervisor

Chesterfield County•Chesterfield, VA

About The Position

Under general supervision, the Administrative Supervisor performs work of moderate difficulty supervising a unit of administrative support services functions and staff, along with related work as required. The position oversees the department’s administrative support functions, customer service, budget monitoring—including documenting expenses and processing donations—and records management. Administrative support includes answering telephone and email communications, providing online registration and reservations support, organizing the administrative office, and managing department records. The role supports the Special Events team, manages recreational equipment reservations, and identifies and secures sponsorship opportunities. It also coordinates registration and shelter-rental inquiries, resolves account issues, oversees payment and refund processing, processes daily deposits, and prepares and monitors an assigned budget. The position responds to public inquiries and investigates minor problems and complaints. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., with some weekends and evenings.

Requirements

Associate’s degree in business, office administration, or a related field, plus five years of increasingly responsible administrative support experience, including one year in a supervisory or lead capacity; or an equivalent combination of training and experience.
Working knowledge of principles and practices of administrative management.
Ability to identify and define workflow problems, evaluate data, make recommendations, and develop and implement a plan of action.
Ability to prioritize and organize multiple assignments and projects effectively.
Ability to prepare and manage a budget.
Ability to communicate effectively orally and in writing.
Ability to operate a personal computer, related software, and other standard office equipment.
Ability to develop and maintain effective working relationships with internal and external customers.
Ability to supervise staff.
Pre-employment drug testing, an FBI criminal background check, and education/degree verification are required.

Responsibilities

Supervise, train, and evaluate administrative support, customer service, and other staff.
Support the Special Events team by recruiting volunteers, managing history vendor contracts, and completing other event duties as assigned.
Manage and reserve recreational equipment for department use and communicate equipment locations to relevant personnel.
Identify and secure sponsorship opportunities; cultivate relationships with potential sponsors, solicit contributions, follow up to confirm commitments and maintain engagement, and ensure sponsorship obligations are fulfilled.
Develop work plans, schedules, and methods for unit operations.
Monitor and assess unit performance, productivity, and needs; recommend or make minor changes to workflow, procedures, or assignments to accommodate changing priorities.
Establish, develop, and revise work standards, internal operating policies, guidelines, and procedures related to the work unit.
Coordinate and supervise responses to registration and shelter-rental inquiries as needed, including researching and resolving account issues and explaining policies and procedures.
Oversee and assist with payment and refund processing in ActiveNet and financial reporting systems; process daily deposits.
Prepare and monitor the assigned budget.
Research, compile, analyze, and summarize data and information for decision-making, reports, and special projects.
Respond to inquiries and provide information to the public.
Investigate minor problems and complaints and recommend corrective action as needed.
Oversee administrative support functions, customer service, budget monitoring, and department records management.
Answer telephone and email communications; provide online registration and reservations support; organize the administrative office and manage department records.
Perform other work as required.