Administrative Support Supervisor

Effective: 10/18/05
Range S-60
Respirator Class: 3

Definition
Perform a variety of complex and confidential secretarial and administrative duties for the Administrative Department; assist in the preparation and monitoring of the division budget; manage the clerical support functions of the department; oversee and operate the District’s records management program; maintain the District records center; 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 clerical positions by its handling of confidential records and from the other records management/clerical positions within the Department by its supervisory function.

Supervision Received And Exercised

• Receive direction from the Secretary of the District.
• Exercise general supervision over subordinate administrative support positions within the division and functional supervision over administrative support positions within the clerical support system as appropriate.

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

• Supervise and perform a variety of complex and confidential secretarial and administrative duties for the Administrative Department, the Director of Administration, and other department managers.
• Manage the administrative support function of the Administrative 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.
• 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 on periodic basis.
• 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, shelving, methods of records access, and other needs as appropriate.
• Conduct periodic training of employees regarding records management policies and procedures.
• Use computer applications for retrieval and storage of records.
• 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.
• Assist in preparation of budget for division.
• Participate and assist in the administration of a department; handle general personnel, payroll, purchasing, mail distribution, and budget duties.
• 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.
• Type and/or transcribe a variety of confidential and non‑confidential written material from handwritten copy and/or Dictaphone; operate word processing equipment.
• Compose memos, reports, and other correspondence as requested.
• Research, compile, and analyze data for special projects and various reports including findings and recommendations.
• Supervise, train, and evaluate subordinates.
• Attend and take minutes of specified meetings in shorthand, speed writing, or by recorder; transcribe notes and draft in accurate and appropriate format; attend and take minutes of Board Meetings as needed in the absence of the Secretary of the District.
• Perform related duties as required.

Knowledge of:

• Principles and practices of records management.
• Methods and practices of training various staff and user groups.
• Principles, practices, and techniques of supervision.
• Vital, active, inactive, and archival records identification and protection procedures.
• Pertinent local, State, and Federal laws, ordinances, and rules.
• Micrographics and electronic storage applications.
• Computer-aided indexing and retrieval systems.
• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and equipment including word processing equipment.
• Budgeting techniques.
• Principles and practices of work safety.

Ability to:

• On a continuous basis, know and understand all aspects of the job; observe, identify, and problem solve records management/administrative support operations and procedures; understand, interpret, and explain department policies and procedures.  Intermittently analyze documents related to division operations such as a 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 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.
• Identify records management issues and gather and analyze pertinent information; prepare alternatives and recommendations.
• Prepare expenditure estimates in support of budget recommendations.
• Analyze records space needs.
• Use computer-aided indexing and retrieval systems.
• Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities.
• Plan, organize, and manage the records management/clerical support function of the department to which assigned.
• 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 Dictaphone at a speed necessary for adequate job performance.
• Train and supervise assigned personnel; train user staff in records management policies and procedures.
• 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.

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 and records management experience, including implementation of a records management program, micrographics and electronic storage work, and records center administration; two of which include supervisory responsibilities.

Education

• Equivalent to the completion of two years of Business College or community college with 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:

• Possession of a valid California Driver’s License.