2L08
ADMINISTRATIVE SERVICES SUPERVISOR

This is supervisory administrative support work of limited scope and difficulty in a small departmental division or a functional operations unit requiring a number of varied administrative office support services. An employee in this class supervises a large specialized clerical/technical staff engaged in performing administrative support that includes a variety of limited scope and complexity office management functions that are comprised of budget/accounting, personnel, purchasing, and records maintenance, and other clerical support services, as required. This class is distinguished from lower level supervisory clerical classes by the wider scope and complexity of work, the extent of supervision received, and the level of staff supervised, which may include the responsibility for supervising through subordinate supervisors. Interacting with vendors, departmental and divisional administrators and officials in other City departments and reviewing operating procedures and performance and making recommendation to improve efficiency are significant to the work. Work is performed under the supervision of an administrative or technical superior.

• The position must supervise a large specialized clerical/technical staff engaged in performing administrative support that includes a variety of limited scope and complexity office management functions comprised of budget/accounting, personnel, purchasing, and records maintenance, and other clerical support services, as required.
• The work must be performed in a small departmental division or a large functional operations unit requiring a number of varied administrative office support services.
• Only one position each will be allocated to a small departmental division or a large functional operations unit

• Supervises a specialized administrative and technical support function as typified by the following examples for level and scope of responsibilities, difficulty and complexity of work, and degree of independent judgment for resolving problems (examples are not all inclusive):
• Plans, assigns, reviews and evaluates the activities of a large specialized clerical staff in the processing and examination of invoices and payment vouchers, the reconciliation of invoices and contracts, and recording of appropriate information; resolves extraordinary problems concerning discrepancies between invoices and contracts; trains and orients staff on policies and procedures; reviews operating procedures and performance; recommends changes to improve efficiency.
• Supervises the provision of a number of administrative services within a small City division or a functional operations unit; plans, assigns, reviews, and evaluates the activities of a specialized clerical or technical staff providing administrative services including budget, personnel, procurement of goods and services and maintenance of appropriate records; researches, reviews and assembles preliminary and final budget for all appropriate classes of expenditure; supervises preparation and processing of encumbrance documents, expense vouchers, and personal service contracts; expedites processing of personnel transaction requests; may supervise maintenance of personnel and/or payroll records.
• Performs within respective functional areas, assignments which are of limited scope and difficulty; analyzes a variety of reports, records and documents; interprets regulations and directives; explains procedures to appropriate officials and employees; prepares a variety of operational and activity reports as required; submits recommendations for review by superiors.
• Performs related work as required.

KNOWLEDGE OF:
• supervisory practices and techniques
• the methods, standards and practices, and the care, adjustment and operation of computers and peripheral equipment, if required by work assignment
• the techniques, methods, and practices used in obtaining maximum utilization of computers and peripheral equipment, if required by work assignment
• business arithmetic
• business English and spelling
• administrative processes as they relate to administrative, technical or functional area assigned
• basic principles of municipal budgeting, procurement, bookkeeping, and personnel procedures
• methods and procedures analysis as applied to clerical procedures and practices
• research methods and data analysis
ABILITY TO:
• learn departmental functions, operations, and organization, especially as they apply to the functions assigned
• supervise the activities of a staff performing specialized technical or administrative support functions
• learn the provisions and routine interpretations of City and departmental regulations and ordinances and in detail those provisions and interpretations that relate to the job assignment
• learn the preparation and interpretation of a variety of narrative and statistical reports
• make judgmental decisions where several courses of action are presented
• understand and follow oral and written instructions
• present ideas effectively, both orally and in writing
• establish and maintain effective working relationships with associates, departmental and central agency officials and the general public

EDUCATION
• Education equivalent to completion of the twelfth school grade.
AND
GENERAL EXPERIENCE
• Three years of experience in clerical work.
AND
SPECIFIC EXPERIENCE
• Two years of experience at the level of Pay Range 13 or EP9 and above, supervising the work activities of a staff of clerical employees engaged in the provision of a variety or number of office operations or services and the responsibility for organization, evaluation and modification of clerical procedures (Clerical Supervisor II) or supervising a specialized administrative clerical function, ensuring transaction conformance to civil service regulations and/or contractual agreements and other rules and regulations governing the supervised clerical function, or supervising a staff of stores workers in a departmental or divisional stores function that includes general or automotive commodities.
OR
• Two years of experience at the level of Pay Range13 or EP9 and above as a staff assistant to department manager or other line capacity, performing a variety of administrative or technical activities at the full performance level, compiling and evaluating information and data, and preparing reports of findings and recommendations in any of the administrative areas such as, analysis, budget, personnel, contracting, procurement, and/or records control.

NOTE:

Post high school semester hour credits from an accredited college or university may be substituted for the general experience on a year-for-year basis. (30 credits equal one year)

THE FOLLOWING ARE CLASSES THAT TYPICALLY MEET THE MINIMUM EXPERIENCE REQUIREMENTS:

• Administrative Technician (EP 9)
• Labor Relations Assistant (EP 9)
• Financial Technician (EP10)
• Personnel Support Services Supervisor (EP11)
• Hiring Services Senior Assistant (EP12)
• Collection Customer Representative Supervisor (EP12)
• Revenue Collection
Enforcement Supervisor (EP12)
• Procurement Technical Assistant (13)
• Hiring Services Assistant (13)
• Payroll Examiner II (13)
• Stores Supervisor (13)
• Clerical Supervisor II (13)
• Departmental Payroll Supervisor II (14)
• Payment Processing Supervisor (14)
• Inventory Control Technician (15)
• Labor Relations Assistant (EP9)
• Budget Assistant I (16)
• Training Assistant (16)
• Contract Clerk (17)

• Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.