Administrative Services Supervisor

Under general supervision, coordinates the work of front office personnel; performs varied confidential, responsible, and complex administrative and clerical duties; assists the General Manager and serves as Clerk of the Board; performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is a fully experienced paraprofessional supervisory classification. Responsibilities require the frequent use of tact, discretion, independent judgment and the interpretation and application of policies, procedures, and regulations. This class is distinguished from other administrative positions by the wider variety of complex tasks performed, the greater degree of independence exercised, and the high degree of confidentiality required. 

SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the General Manager or their designee. Exercises direct supervision over assigned support staff and interns.    

ADDITIONAL CLASS INFORMATION

Working Title(s): None

Bargaining Unit: Management and Confidential Unit (unrepresented)

Established: August 15, 2024 (New; Re-classified from Office Supervisor and updated)

Revised:

Career Ladder

• Administrative Services Supervisor
• Senior Administrative Assistant
• Accounting Technician
• Administrative Assistant

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Supervises assigned staff providing administrative support services; assigns and reviews work; evaluates work performance; participates in training and discipline of staff.
• Manages schedules to ensure staffing of the front office during regular business hours.
• Performs a wide variety of complex, responsible and confidential administrative support duties for the Administrative Services Division, Board of Directors, and agency managers.
• Serves as the Clerk of the Board; attends Board and other meetings; prepares documents, notices, minutes, and agenda while ensuring procedural compliance with regulatory requirements; ensures follow up on meeting actions as required.  
• Prepares, organizes, prints, distributes, follows up, and documents Board and committee agenda items. 
• Establishes and maintains complex and confidential filing systems, including the agency’s payroll and personnel records.
• Coordinates the preparation of payroll action forms and distribution to relevant departments.
• Manages and administers the agency’s benefits programs.
• Assists with the management of agency policy and procedure, ensuring compliance with federal, state, and local laws and regulations.
• Coordinates proper completion of documents related to employment status including hiring, salary actions, and separation; conducts new employee orientations and ensures appropriate paperwork is completed.  
• Assists the General Manager with the administration of the workers’ compensation program. 
• Utilizing the agency’s HR software, assists with the recruitment process as directed.
• Attends job fairs and other public education events as assigned.
• Performs related duties as assigned.

Knowledge of:

• Basic functions and organization of local government and special districts. 
• Principles and procedures of record keeping. 
• Brown Act, Fair Political Practices and Conflict of Interest.
• CalPERS and the California Public Records Act.
• Pertinent Federal, State, and local laws, codes and regulations.
• Principles of supervision, training and performance evaluation.
• Agency labor agreements, employee benefit and pay policies.
• Principles of human resources and employee benefits.
• English usage, spelling, grammar and punctuation.
• Business correspondence writing and report preparation.
• Principles of customer service.
• Payroll functions, budget preparation, purchasing administration and related records, sufficient to provide oversight of payroll and purchasing functions.

Ability to:

• Perform responsible and difficult administrative support work involving the use of independent judgment and personal initiative. 
• Supervise, train, and evaluate assigned staff.
• Interpret and apply agency policies, procedures, laws and regulations. 
• Compile, maintain and prepare documents and reports. 
• Maintain confidential data and information.
• Take and transcribe accurate minutes of meetings of the Board of Directors and others.
• Maintain the agency’s official records and files in accordance with applicable laws and regulations.
• Independently prepare correspondence and memorandums.
• Use initiative and independent judgment within established policy and procedural guidelines. 
• Organize own work, coordinate projects, set priorities, meet critical deadlines, and follow up on assignments with a minimum of direction.  
• Type and transcribe at a speed necessary for successful job performance. 
• Communicate clearly and concisely, both orally and in writing. 
• Operate and use modern office equipment, technology, and applicable software.
• Communicate effectively, clearly, and concisely.
• Establish and maintain effective working relationships with a diverse range of individuals, including coworkers, consultants, professional agencies, and the general public.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.   A typical way to obtain the required qualifications would be:

Education

Equivalent of an Associate’s degree from an accredited college or university with major coursework in business or public administration, or a closely related field.

Experience

Four (4) years of progressively responsible administrative or executive support experience including at least one (1) year in a lead or supervisory capacity.  

Licenses and Certifications:

For specific positions, possession and maintenance of a valid California driver’s license and the ability to meet the automobile insurability requirements of the agency or the ability to provide suitable transportation needs as a condition of continued employment.

Candidates for this classification may be required to pass a background investigation in accordance with applicable law, regulation and/or policy.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.  

ENVIRONMENTAL CONDITIONS

Employees work primarily in an office environment with moderate noise levels and controlled temperature conditions, and occasionally travel to other sites where they may be exposed to inclement weather. Employees may interact with members of the public or with staff under emotionally stressful conditions while interpreting and enforcing departmental policies and procedures. 

Please note that Santa Cruz Regional 9-1-1's preferred method of communication with applicants is via email. As such, please ensure you verify the email address on your application, and check your email frequently, including your spam and junk folders.      

1. Application:(Pass/Fail) – All applicants must complete and submit  a Santa Cruz Regional 9-1-1 employment application online.  The application contains 4-5 supplemental questions used to help with the screening process. 

2. Submit a personal history statement (PHS)

3. Eligibility: Candidates who meet the minimum qualification standards will be placed on the eligibility list.  

4. Interview:  Candidates at the top of the eligibility list will be invited to an on-site interview. (tentatively scheduled for the week of May 12th)

5. Background Process: Candidates must consent to a background check, including a criminal history check and fingerprinting, if they are considered for appointment.

6. General Manager Interview --> Conditional Offer: Applicants may progress through the recruitment process upon available authorized positions and successfully passing the preceding steps.

7. Psychological Exam and Medical Screening: This agency does not require a polygraph exam.

8. Final Job Offer with a start date. 

QUESTIONS  

 For questions concerning this application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Application Support at 855-524-5627.

For questions about the position:

• Send an email to applications@scr911.org or
• Call the administration office at (831) 471-1000

Salary : $66,144 - $93,059