Administrative Office Supervisor

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Job description

Overview:
Under general supervision, the Administrative Office Supervisor is responsible for supervising the day-to-day activities and service needs of the Central Health administrative office. Supervises the administrative employees and the services of the Security and Janitorial contracted services. Supports and coordinates all administrative services for meetings held at the Administrative Building. Manages all user support incident reports, and facilities work orders as directed by the Manager. Assist with the onboarding process. Serves as the Department Records Coordinator for the Administrative Department.

Responsibilities:
Essential Functions:

Serves as the supervisor for the administrative employees and contracted custodial and security services. Meets with employees, individually and as a team on a weekly basis to track projects, and provide direction, responses,
and guidance. Works with employees to develop annual goals. Discusses action item with Manager on a weekly basis for direction, assistance, and direction.

Assists with setting up new team members on their first day and directs any questions to User Support or Hiring Manager. Ensures successful employee onboarding and offboarding by tracking and coordinating progress of the
Employee Tracking Spreadsheet. Assists the Hiring Manager with question regarding computer equipment and peripheral devices, tracks equipment status, and other items as outlined in the Employee Tracking Spreadsheet.
Prepares and maintains all Onboarding and Offboarding documents and files. Works closely with Manager of Administration, Human Resources and Joint Tech on all tasks.

Serves as the single point of contact (SPOC) for the Cesar Chavez site. Coordinates with the Hiring Manger or team members and the Field Technician to ensure appropriate support and service is provided to satisfy the
incident. Enters and tracks user support incidents through portal and coordinates with Joint Tech Field Tech to ensure all equipment is picked up and returned when requiring assessment.

Identifies maintenance project, services for repairs, request quotes, submits them to Manager for review and approval. Coordinates services with Facilities Department and verfies work. Audits, maintains, and updates
keys, key logs, assigns keys, and stores keys for various Enterprise buildings. Manages the creation and deactivation of access cards and PINs (personal identification number) for employees.

Assists with the tracking of contracts and purchase orders by using a tracking log and calendaring system, capturing, and updating the contract term and not-to-exceed amounts for each. Assists with collecting information for budget preparation. Has basic knowledge of, or willing to learn, software systems that manage purchase requests, contracts, and purchase orders.

Takes leadership as Safety Marshal for the Administrative building when Manager is not present. Assists Manager with the training of other Safety Marshals and scheduling of classes for Cardiopulmonary Resuscitation (CPR),
Automated External Defibrillator (AED), First Aid and other training courses. Adhears to established procedures to provide a safe working environment including complying with OSHA, state, local, and federal statutes and
Central Health policies. Maintains and audits the Safety Data Sheets for proper handling and disposing of chemicals.

Serves as the Department Records Coordinator for the Administration Department. Supports the records managment needs to the department to successfully execute the program requirements.

Provides Board, Committee or evening meeting administrative support as requested, and is available for any evening meetings to support the front desk, custodial, and security coordination. Schedules may be coordinated
and rotated between the Administrative Assistant and Administrative Office Supervisor, depending on the support needed to cover evening meetings. Performs all duties timely and accurately when covering the front
desk.

Performs complex operations on Microsoft Office Suite. Assists with research projects by using the internet and other resources.

Serves as the backup to the Administrative Assistant and performs duties associated with the front desk.description.

Serves as the back to the Manager of Administration and supports the duties when the manager is out of the office.

Knowledge, Skills and Abilities:

Administrative and clerical procedures and systems such as word processing and data base systems, filing and records management systems, transcription, and other office procedures and terminology.

Short and long-term budgeting and forecasting.

Analyzing information and evaluating results to choose the best solution and solve problems.

Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Understands the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar.

Understands standard office practices and procedures including forms design principles and other office procedures and terminology.

Understands confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information.

Has a clear understanding of listening, verbal, presentation, and written communication skills. High

Seeks to understands the nature of problems, implement solutions, observes, and evaluate the outcomes to identify lessons learned or redirect efforts.

Communicates information and ideas in speaking and writing concisely.

Listens carefully to what other people are saying and asks questions as appropriate.

Knows how to find information and identify essential information.

Knows problem-solving skills with effective follow through, analyzes information and evaluates results to choose the best solution and solve problems.
Thinks critically using logic and analysis to identify the strength and weaknesses of different approaches.

Strong listening, verbal, presentation and written communication skills.

Actively learns by working with new material or information to grasp its implications.

Finds ways to structure or classify multiple pieces of information.

Develop approaches for implementing an idea.

Efficiently shift back and forth between two or more activities or sources of information.

Uses deductive reasoning to apply general rules to specific problems to come up with logical answers and decide if an answer makes sense.

Utilizes independent discretion and judgment.

Pays attention to details.

Applies independent discretion and judgment in handling sensitive and confidential communications and materials.

Handles detail and successfully negotiates competing priorities in a fast-changing environment.

Develops strong interpersonal skills with the ability to interface effectively, both externally and internally, with a wide range of people. Correctly follows a given rule or set of rules in order to arrange things or actions in a certain order including procedures, orders or logical operation.

Qualifications:
Minimum Education: High School Diploma or equivalent.

Minimum Experience: Three (3) years of related experience.

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