Support Services Supervisor

City of Memphis•Memphis, TN

15h

About The Position

Works under the direction of an assigned Administrator in supervising support staff functions for assigned Service Centers. Supervises, coordinates, and reviews the work of staff assigned to handle customer inquiries, complaints, and various record-keeping functions. Formulates and implements standardized office procedures for handling purchasing functions, customer complaints, claims, and other administrative office tasks. Mediates/resolves elevated citizen and vendor concerns. Confers with supervisory personnel regarding service issue resolutions. Maintains high levels of customer service within the service centers. Prepares assigned service centers operating and CIP budgets. Provides recommendations within established limits, regarding the transfer of funds within accounts. Checks and approves invoices for payment. Provides research and prepares contracts and amendments for the maintenance department. Monitors contract compliance and recommends corrective action. Confers with vendors to obtain product or service information. Prepares bid and purchasing documents, analyzes quotations, and recommends selection of supplier. Conducts research to assist management in identifying and solving various operational problems. Monitors the processing of personnel forms, transactions, and current complement reviews and changes. Ensures compliance with current administrative policies, procedures, and regulations. Evaluates work performance and quality service in consultation with upper management. Compiles, creates and prepares a variety of regular and special statistical reports, correspondences, proposals, charts, graphs, and other various presentation materials for management.

Requirements

Supervision of support staff functions
Customer inquiry and complaint handling
Record-keeping functions
Formulating and implementing office procedures
Handling purchasing functions
Handling claims
Mediating/resolving citizen and vendor concerns
Budget preparation (operating and CIP)
Invoice approval
Contract and amendment preparation
Contract compliance monitoring
Vendor communication
Bid and purchasing document preparation
Quotation analysis
Supplier selection recommendation
Operational problem identification and solving
Personnel form processing monitoring
Transaction monitoring
Complement review and changes monitoring
Ensuring compliance with administrative policies, procedures, and regulations
Work performance and quality service evaluation
Report, correspondence, proposal, chart, and graph preparation

Responsibilities

Supervises, coordinates, and reviews the work of staff assigned to handle customer inquiries, complaints, and various record-keeping functions.
Formulates and implements standardized office procedures for handling purchasing functions, customer complaints, claims, and other administrative office tasks.
Mediates/resolves elevated citizen and vendor concerns.
Confers with supervisory personnel regarding service issue resolutions.
Maintains high levels of customer service within the service centers.
Prepares assigned service centers operating and CIP budgets.
Provides recommendations within established limits, regarding the transfer of funds within accounts.
Checks and approves invoices for payment.
Provides research and prepares contracts and amendments for the maintenance department.
Monitors contract compliance and recommends corrective action.
Confers with vendors to obtain product or service information.
Prepares bid and purchasing documents, analyzes quotations, and recommends selection of supplier.
Conducts research to assist management in identifying and solving various operational problems.
Monitors the processing of personnel forms, transactions, and current complement reviews and changes.
Ensures compliance with current administrative policies, procedures, and regulations.
Evaluates work performance and quality service in consultation with upper management.
Compiles, creates and prepares a variety of regular and special statistical reports, correspondences, proposals, charts, graphs, and other various presentation materials for management.