Business Office Supervisor

JobsQuest•Birmingham, AL

3d•$46,384 - $81,640•Onsite

About The Position

Business Office Supervisors in the Merit System serve as first-line operational leaders responsible for coordinating administrative and business functions within a department. Employees in this job class act as a primary point of contact for internal and external stakeholders by responding to inquiries, processing documentation and payments, maintaining accounts, and ensuring accurate recordkeeping. This position supports fiscal operations by assisting with budget monitoring, preparing financial reports, processing payroll, reconciling accounts, and ensuring compliance with established policies and procedures. Individuals in this position may also be expected to oversee procurement and inventory activities such as preparing bid documents, coordinating with vendors, tracking orders, and verifying invoices. Additionally, Business Office Supervisors are responsible for maintaining records and documentation systems, preparing reports and correspondence, supporting communication efforts, and assisting with policy implementation and compliance activities. Business Office Supervisors also oversee subordinate staff through assigning and reviewing work, monitoring performance, coordinating schedules, and supporting hiring, onboarding, and disciplinary processes.

Requirements

Experience providing customer service to internal and external customers, including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.
Experience performing administrative functions, including coordinating schedules, drafting correspondence, producing reports, and maintaining and updating files and records in order to support professional staff.
Experience using computer office software (e.g., Microsoft Word, Excel, Outlook, Google Docs) to develop and update written correspondence, reports, memos, and spreadsheets.
Experience tracking and documenting payables and receivables in an electronic system.
Experience working as a lead worker to peer and/or support staff, including assigning and reviewing work and providing training.

Responsibilities

Performs general administrative duties such as scheduling, maintaining documentation, and correspondence preparation by applying established office procedures and using relevant software to ensure departmental operations.
Supervises staff by assigning and directing work, monitoring performance, providing feedback and training, addressing personnel issues, and participating in staffing and disciplinary processes to ensure efficient and effective operations.
Monitors budget activity by reviewing expenditure reports, verifying purchases, and tracking spending against allocated funds in accordance with established policies and procedures to maintain fiscal control, ensure compliance with budget guidelines, and support effective program operations.
Manages departmental accounts receivable and payable by monitoring expenditures and producing financial reports using financial software to ensure compliance with set financial guidelines and budget.
Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.
Procures inventory and supplies to meet operational needs by evaluating vendor options, comparing pricing and availability, and following established procurement procedures and guidelines, to ensure timely availability of resources and cost-effective purchasing.
Acts as a liaison of the department by collaborating with internal and external stakeholders and vendors to communicate information related to department activities and ensure alignment with overall business objectives and operational requirements.
Establishes and maintains departmental policies, procedures, and guidelines by reviewing and researching state and federal legislation, professional standards, and regulations to ensure departmental and organizational compliance.
Maintains records by entering, updating, and organizing data using record management software in accordance with organizational and professional standards and guidelines to ensure accuracy of documentation and compliance with regulatory and organizational requirements.
Processes payroll functions by entering new employee information and payroll records into the payroll software, verifying attendance, and managing merit increase records to ensure that payroll is accurate and distributed properly.
Provides service to internal and external customers by responding to inquiries, resolving issues, and directing individuals to appropriate resources through in-person, phone, or electronic communication.