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Administrative Services Supervisor

Effective: 07/01/08
Range S-62
Respirator Class: 3

Definition

Perform a variety of complex and confidential secretarial and administrative duties for a department; assist in the preparation and monitoring of the division budget; supervise the administrative support functions of the department; prepare special reports and projects as assigned.

Distinguishing Characteristics

This class is distinguished by the confidential work that is performed as defined by the Meyers Milias-Brown Act. It is distinguished from other advanced level administrative positions by its handling of confidential records and by its supervisory function.

Supervision Received and Exercised

  • Receive direction from a Department Director, Secretary of the District or other management personnel.
  • Exercise general supervision over subordinate administrative positions within the department and functional supervision over administrative positions within the administrative support system as appropriate.

Examples of Essential Duties

Duties may include, but are not limited to, the following:

  • Perform a variety of complex and confidential secretarial and administrative duties for a department; perform administrative assistance, support, and coordination for management.
  • Supervise the administrative support function of the department; ensure that work is handled on a priority basis and completed in a timely manner; check work for accuracy, correct English usage, completeness, and compliance with instructions, policies and procedures.
  • Participate and assist in the administration of a department; handle general personnel, payroll, purchasing, mail distribution, and budget duties.
  • Assist in the preparation of the Department and/or Division’s budget and track expenditures.
  • Act as a receptionist; screen calls and visitors and refer inquiries as appropriate; respond to complaints and requests for information based upon District policies and procedures.
  • Maintain appointment calendars and schedule meetings; make travel arrangements, as required.
  • Type and/or transcribe a variety of confidential and non confidential written material from handwritten copy and/or recording; operate computer and use a variety of software applications.
  • Compose memos, reports, and other correspondence as requested.
  • Research, compile, and analyze data for special projects and various reports including findings and recommendations.
  • Attend and take minutes of specified meetings; transcribe notes and draft in accurate and appropriate format.
  • Initiate and maintain a variety of files and records; maintain manuals and update resource materials.
  • Supervise, train, and evaluate subordinates.
  • Assist with and perform a variety of personnel actions, including performance evaluations, selections, dismissals, transfers, and disciplinary actions.
  • Track due dates for a range of deliverables, including personnel and regulatory reports.
  • Perform related duties as required.
  • When assigned to Collection System or Plant Operations:
  • Perform specialized work and provide information to department staff related to Human Resources, payroll, and general District information.
  • Manage petty cash fund, handle disbursements and balance fund.
  • When assigned to Administration:
  • Maintain and update District records management program, including review and modification of records inventory system, classification and indexing system, retention schedules, and storage and retrieval processes; and maintain and update District Records Management Manual.
  • Advise departments regarding operations, specifications and costs for various record maintenance systems, methods, equipment, and supplies, including micrographics and electronic storage.
  • Oversee operation of and advise management regarding needs of the Records Center and libraries, including space requirements, methods of records access, and other needs as appropriate.
  • Conduct periodic training of employees regarding records management policies and procedures.
  • Oversee District micrographics and electronic storage program, including determination of appropriate applications, recommendation relative to vendor selection, and quality control.
  • Identify and ensure the protection of vital and archival records through off-site storage and appropriate micrographics applications and electronic storage.

Minimum Qualifications

Knowledge of:

  • Grammar, spelling, punctuation, vocabulary, and modern English usage.
  • Modern office practices, procedures, methods and equipment, including word processing equipment.
  • Research, statistics, filing, indexing, and cross‑referencing methods.
  • Public contact and public relations skills.

Ability to:

  • On a continuous basis, know and understand all aspects of the job; observe, identify, and problem solve administrative support issues; understand, interpret, and explain department policies and procedures.  Intermittently analyze documents related to department operations such as budget, reports, and special projects.
  • Sit at desk and in meetings, and/or stand at counter for long periods of time on a continuous basis. Intermittently stand, walk, bend, squat, climb, kneel, and twist while pushing/pulling hand truck, moving/lifting storage boxes or placing/retrieving files from cabinets or storage boxes; intermittently twist to reach office equipment; use telephone, write or use keyboard to communicate through written means, perform simple grasping; lift or carry weight of 10 pounds or less; may lift or carry 40 pounds or less and handle boxes of files on ladders at heights up to 15 feet. May be required to communicate via mobile communication device.
  • Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
  • Plan, organize, and supervise the records management/administrative support function of the department.
  • Communicate clearly and concisely, both orally and in writing.
  • Work cooperatively with other departments, outside agencies, and the public; interpret and apply departmental policies, procedures, and rules.
  • Type and/or transcribe from handwritten copy and/or recording at a speed necessary for adequate job performance.
  • Compile and maintain complex and extensive records and files.
  • Train and supervise assigned personnel.
  • Maintain attention to detail and produce accurate work while coordinating several concurrent assignments.
  • Work independently and make effective judgments in the absence of the supervisor.
  • When assigned to Administration, identify records management issues and gather and analyze pertinent information; analyze records space needs; prepare alternatives and recommendations; prepare expenditure estimates in support of budget recommendations.

Experience and Education

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

  • Five years of directly related and increasingly responsible administrative experience, two of which include lead or supervisory responsibilities. For the Administration assignment, the five years of experience should include records management experience, including micrographics and electronic storage work and records center administration.

Education:

  • Equivalent to the completion of two years of Business College or community college with course work business. For the Administration assignment, course work in library science, records management, or a related field. A bachelor’s degree from an accredited college or university may substitute for up to two years of experience.

Licenses and Certificates

  • May need to possess a valid California Driver's License as required by the position.

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