Administrative Supervisor

02/24/2025 Grade 19 Full time Administrative Supervisors within the Merit System play a key role in supporting department heads and senior staff by performing high-level administrative tasks. They provide direct supervision or general oversight of administrative and paraprofessional employees, ensuring the smooth operation of departmental functions. This position requires coordination of complex activities with considerable autonomy, demanding independent judgment and the ability to prioritize multiple tasks. In addition to their supervisory responsibilities, Administrative Supervisors may handle a moderate range of financial tasks, including processing accounts receivable and payable, as well as managing payroll functions. Proficiency in computer usage is essential, as employees in this role are expected to create and exchange correspondence, maintain databases, generate reports, develop graphs, and manage spreadsheets with a high level of accuracy and efficiency. Employees in this position are expected to demonstrate substantial initiative, discretion, and independent judgment, often making decisions that impact the daily operations of the department. The work performed is primarily administrative, yet more complex than the duties typically assigned to Administrative Assistants or Clerks. Administrative Supervisors work in an office environment, where their contributions are essential to maintaining the efficiency and effectiveness of the department’s administrative processes. Agencies provide competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.

Applications for this position will be considered for the following Merit System employing agencies. The pay range for this job varies depending upon the Merit System employing agency.

Bessemer $19.83 - $30.77
Birmingham $20.46 - $31.73
Gardendale $23.41 - $36.31
Health Department $22.72 - $35.25
Homewood $22.85 - $35.44
Irondale $23.87 - $37.02
Jefferson County $22.29 - $34.57
Mountain Brook $25.30 - $39.25
Vestavia Hills $25.53 - $36.51

• Must be a Merit System employee with Regular status (i.e., having completed a one-year probationary period).
• At least one year (1) of experience on or before closing date of announcement in one of the following classes: Administrative Assistant, Senior Legal Secretary, Medical Transcriber, Senior Court Clerk, Senior Stores Clerk, Medical Billing Specialist, and/or Accounting Assistant.
• Currently employed as an Administrative Assistant, Senior Legal Secretary, Medical Transcriber, Senior Court Clerk, Senior Stores Clerk, Medical Billing Specialist, and/or Accounting Assistant.

• Experience as a lead worker providing training, feedback, and/or delegating work projects.

• Performs various administrative activities by creating and updating files, maintaining documents, and tracking information using various forms and computer systems in order to maintain records and document organization/department activities.
• Provides service to internal and/or external customers.
• Communicates and collaborates with various parties and organizations (e.g., department heads, employees, citizens, board and council members, vendors, etc.) by responding to inquiries, tracking internal and external communications, and drafting correspondence to disseminate and receive information related to department/organization activity.
• 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.
• Prepares and processes invoices by creating and sending billing statements and collecting payments to ensure customers’ balance is paid for services rendered.
• Directs the activities of payroll operations within the department by reviewing, processing and maintaining payroll record and communicating information related to payroll processes and procedures to ensure that payroll is accurate and properly distributed.
• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data and ensuring expenditures are within annual budgetary limits.
• Manages various projects by establishing project plans, timelines and objectives, coordinating resources and stakeholders, communicating project activities and overseeing project implementation using standard project management methodologies in order to ensure project completion in accordance with established objectives and goals.
• Engages in activities designed to ensure professional development, awareness of developments in the field, and knowledge of relevant practices, rules, laws, policies, and/or guidelines.
• Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.

Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc.