Utilities Administrative Services Supervisor

Charlotte, County of • 3280 South Tamiami Trail Unit 505 Port Charlotte FL 33952, FL

11d • Onsite

About The Position

Performs responsible supervisory and administrative support work in the oversight of department administrative related operations for a specific County department. Work includes coordinating and overseeing file maintenance, records, and personnel related statistics; office policies, and procedures; budget preparation; handling expenditures; controls records retention; reviews and approves supply requisitions.

Requirements

• Associate’s Degree: Preferred: Business Administration Office Administration
• Five (5) years of experience in administrative support experience, to include lead or supervisory experience.
• Preferred: Work experience in a government entity.
• Knowledge of departmental policies, plans, and procedures.
• Knowledge of modern office practices, plans, and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other job-related computer programs and software applications.
• Knowledge of operations and practices of local government; ability to analyze and interpret departmental functions, procedures and policies.
• Knowledge of modern governmental office practices, procedures, equipment, and standard clerical/administrative support techniques.
• Knowledge of business English, spelling, punctuation, math, and grammar.
• Analytical and research skills.
• Skill in effective communication, both orally and in writing.
• Skill in prioritizing and organizing work.
• Skill in the use of office equipment such as a computer, multi-line telephone system, scanner, fax machine, and copier.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
• Ability to make recommendations and to use resourcefulness and tact in solving new problems.
• Ability to plan, organize, direct, and appraise the work of assigned personnel.
• Ability to ascertain priorities and meet deadlines and objectives.
• Ability to type/perform data entry proficiently.
• Ability to maintain accurate records and reports.
• Ability to operate a motor vehicle.
• Ability to provide internal/external guidance and customer assistance via all forms of communication.
• Ability to use computers for data entry, word processing, and/or accounting purposes.
• Ability to author reports, business correspondence, and procedure manuals.
• Ability to establish and effective working relationships with managers, service providers, other employees, and the general public.
• All positions with Charlotte County may be subject to drug testing in accordance with the Drug-Free Workplace Program and/or County policy.

Nice To Haves

• May be required to obtain and maintain licensure as a Notary Public.

Responsibilities

• Develops and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments; ensures office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Responsible for the selection, promotion, training, safety, appraisal, and discipline of assigned personnel.
• Ensures proper documentation control procedures are followed; distributes document control forms as needed; processes forms and edits documents according to deadlines; works with subject matter experts including managers, supervisors, and outside consultants, etc., in gathering information as needed.
• Coordinates internal programs for special projects.
• Oversees operation and maintenance of County equipment; oversees requisitions for the purchase of necessary office supplies and equipment in accordance with established policies and procedures; and monitors expenditures.
• May coordinate and monitor the work of vendors.
• May perform notary services.
• Oversees employee safety and mandatory training.
• Oversees records retention according to County policy.
• Schedules and prioritize utilities management team calendars.
• Acts as a liaison and gatekeeper to prepare, create, and track agenda items for the Board of County Commissioners consideration.
• Facilitates and collaborates with internal and external departments to establish agenda items or activities.
• Assists in maintaining departmental website.
• Performs administrative duties including written reports, memorandums, letters and electronic correspondence, interaction with others, and communication through telephone and meetings.
• Provides exceptional customer assistance, problem-solving, and/or complaint resolution by all forms of communication.
• All County employees are required to work before, during, or after an emergency as needed. This may include temporarily being assigned to work and performing duties outside of the normal scope of their position, location and work schedule to fit the needs of the County and its citizens.

Benefits

• Charlotte County is an Affirmative Action, ADA and Equal Opportunity Employer. Women, minorities, and persons with disabilities are encouraged to apply.
• As a veterans' preference employer, certain service members and veterans, and the spouses and family members of such service members and veterans, who claim and meet eligibility requirements of veterans’ preference, receive preference and priority in employment and are encouraged to apply.
• In addition, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree