Administrative Supervisor

Title: Administrative Supervisor

Organization: Library

Department: City Library

Location: City Library Main Branch

Rate of Pay: $20.61

Job Summary

The Administrative Supervisor is responsible for ensuring efficient and smooth office operations. This role requires strong leadership, organizational skills and the ability to manage office tasks, supervise staff and collaborate with other departments. The Administrative Supervisor will also assist with implementing policies, maintaining office systems and supporting management with various administrative functions.

Competencies

Effective Communication
Time Management
Ethical Practice

Key Functions/Knowledge/Skills

• Assigns duties to employees in a manner that optimizes employee productivity.
• Schedules work assignments of personnel to ensure that adequate coverage is available.
• Maintain attendance records, leave time, comp time and overtime.
• Train personnel in work methods, policies and procedures.
• Recommend workflow procedures to improve business practices.
• Recommend policy and procedural modifications.
• Participate in the development of department goals and objectives.
• Oversee office functions such as scheduling, communication and document management to ensure daily administrative activities run smoothly.
• Manage office supplies, equipment and resources, ensuring they are adequately stocked and operational.
• Review and implement improvements in administrative procedures to enhance workflow efficiency and support business objectives.
• Coordinate calendars, meetings, appointments and travel arrangements for management or teams as needed.
• Maintain and organize office files, records, databases, ensuring proper documentation and compliance with organizational policies and procedures.
• Provide administrative support to management, including preparing reports, presentations and handling confidential information.
• Assist in budget preparation, track spending and report on departmental costs.
• Orders supplies as needed, per department
• Perform related duties as assigned.

Minimum Education & Experience

Bachelor's degree (no experience), or associate's degree plus two years of experience, or high school graduation or GED plus four years of experience.

Special Certifications & Licenses

Valid Texas Driver’s License.
Notary Services certification preferred.

Independence & Judgement

Average judgment; must recognize and resolve problems such as bad grammar, type of procedure to apply, where to refer call or correspondence without specified destination, whether there is a problem/malfunction with a piece of office equipment that needs attention, etc.; may involve freedom in selection of work methods among approved routines, setting of priorities, or sequencing of tasks within established schedules

Initiative & Ingenuity

General guidelines: requires a lot of interpretation and non-standard responses to varied situations; have to figure out where to go for answers (not all sitting there in procedures manual); must take multiple factors into account; some control over priorities

Supervisory & Responsibility

Organizes, plans, and controls the work of assigned employees; coaches and advises subordinates on job performance; responsible for disciplinary actions; participates in hiring and discharge interviews and/or recommendations on hiring and discharge are given substantial weight.

Financial Responsibility

Prepares payroll; reconciles bank accounts

Level & Frequency of Outside Contact

Frequent contact with the public or other organizations; interactions may require obtaining cooperation of people; courtesy and tact are required when dealing with moderately difficult or sensitive issues.

Physical Demands

Office job with little or occasional light physical effort, may require brief periods of muscular exertion, such as standing, lifting, moving, pulling, pushing, etc. Ability to exert up to 20lbs. of force occasionally to move objects.

Responsibility for Equipment & Property

Responsible for assigned equipment/property used outside of office; responsible for handing out to and retrieving property/equipment from employees and keeping inventory; use of City vehicle.

Working Conditions

Office job, no adverse conditions.

Other Requirements

The City of Brownsville requires all employees to successfully pass a Drug & Alcohol and a physical examination and a Background Check.

ADA Requirements

The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.

Benefits

The City of Brownsville offers a comprehensive benefits package designed to support its employees' well-being and future. Employees participate in a robust retirement plan through the Texas Municipal Retirement System (TMRS) City to Employee Matching Ratio 2:1, with eligibility for retirement after 5 years of service at age 60 or 20 years of service at any age.

The City provides exceptional health benefits, including medical, dental, and life insurance plans for employees and their families, along with vision coverage for employees enrolled in health insurance through MetLife. Employees and their dependents can also access care at Frontier Clinic at no cost when covered by the City's health plan. Additionally, pet insurance is available as a voluntary benefit.

Employees have access to deferred compensation plans through Equitable and supplemental insurance options from AFLAC and Colonial Life. Full-time employees accrue 10 sick days and 15 vacation days annually.
The City offers parental leave concurrent with FMLA for eligible employees, longevity pay, and 100% tuition assistance up to $5,000 annually. Furthermore, Brownsville observes 14 holidays per year, plus two floating holidays, giving employees a balanced and rewarding work-life experience.
Starting in fiscal year 2025, employees will have access to flexible scheduling options as part of our commitment to work-life balance.

EEOC Statements

The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.