Utilities Administrative Services Supervisor

Posting number: 2026-00258

Department: UTIL - ADMINISTRATION

Job classification: Supervisor, Administrative Services

Posting type: Open

Categories: Management, Utilities, Office and Administrative Support

Summary

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.

Examples of duties

• 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. 

Qualifications

An equivalent combination of relevant training, education and experience:

Associate’s Degree:

• Preferred:  

1. Business Administration
2. Office Administration

Five (5) years of experience in administrative support experience, to include lead or supervisory experience.Preferred:

• Work experience in a government entity.

Licenses and/or Certificates:

Depending on area of assignment:

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

Supplemental information

• 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 maintain effective working relationships with managers, service providers, other employees, and the general public.