SUMMARY:

The Administrative Supervisor’s primary responsibility is coordinating and directing administrative operations of MADACC and includes the direct supervision of four full time and four part time Client Service Representatives. The primary focus of the work is to assure efficient administrative operations and meeting the needs of departmental staff and the public. An incumbent may work under the stress of continual public and intergovernmental contact and the pressure to meet strict deadlines and may work with detailed, complex and sensitive materials, exercising considerable judgment and human relation skills as a routine part of the job, anticipating and identifying problems and where appropriate implementing solutions.

SCOPE:

Reports to: Executive Director
Supervises: Eight Client Service Representative positions.
Independently performs work of a regular and recurring nature and a variety of more complex secretarial and office managerial duties in accordance with MADACC procedures and policies. Plans and prioritizes the work of assigned staff.

ESSENTIAL FUNCTIONS:

• Provides oversight over all bookkeeping and accounting practices for organization.
• Performs bank reconciliation, accounts payable, general ledger entries, chart of accounts, monthly bank reconciliations, tax exempt certificates, issuing purchase orders and preparing monthly management and budget reports.

• Plans, organizes, coordinates, assigns and evaluates the work of assigned staff; provides guidance, training and fills in for positions, as needed.
• Coordinates the office operations of the organization. Develops and maintains office forms and procedures, and assists with administrative tasks involving personnel, budgeting, and facilities as requested by the Director or department staff. May develop and implement polices and procedures for effective customer service.
• Develops and implements office procedures, routines, and filing systems as necessary; assesses efficiency of department procedures and recommends changes to Executive Director; institutes new or revised procedures to increase office efficiency and effectiveness.
• Provides information on departmental services and programs to the public and departmental staff; interprets policies and explains procedures; collects fees, provides copies of published materials at a reception counter, resolves conflicts and problems.
• Prepares checks for authorized MADACC signatories, and performs banking services as required.
• Validates vouchers submitted for payment, including proper signatures, accounting lines, and supporting receipts.
• Prepares bi-weekly payroll data for the MADACC’s payroll company, and distributes employee paychecks upon receipt.
• Coordinates employee benefits for health, dental, life insurance as well as disability and retirement benefits, including enrollment and contribution changes, and prepare vouchers for remittance of premiums.
• Compiles data from a variety of sources and prepares summary reports as directed. May involve statistical calculations and tabulations in accordance with established formulas.
• May post and balance financial records, compile data for department budgets, and maintain records of expenditure.
• Maintains follow-up system on reports or actions that are required on a periodic basis, such as employee status changes and license renewals.
• Maintains records on vital departmental administrative operations such as vendors, inventory, employee training, work orders and accounts payable and updating office operating procedures.
• May handle the processing of new employees, including establishing of department records and providing basic information regarding MADACC policies and benefits.
• May prepare and maintain employee time cards for Department, obtain approval for all sick leave overtime etc. May coordinate evaluation process and assist in employment process.
• Prepares required purchase requisitions for supplies, equipment, contract personnel, expense reimbursement; responsible for replenishment.
• Maintains inventory of office supplies and monitors and maintains all office equipment and cleanliness of office area.
• Assists in preparation of annual audit.
• Performs other related duties as required.

QUALIFICATIONS:

Education and Training:
An Associate's Degree (B.A. preferred) in office management or related field (or equivalent experience) and five years office experience, including supervisory experience; or any combination of education and experience which would provide the applicant with the desired skills, knowledge, and ability required to perform the job.

Knowledge, Skills, and Abilities:

• Considerable knowledge of department services, programs, policies, and procedures.
• Knowledge of human resources practices.
• Knowledge of effective principles and practices of office management and customer service.
• Knowledge of effective supervisory methods, practices and techniques.
• Knowledge of business English, composition, spelling, grammar, and punctuation.
• Knowledge of computers including MS Word, Excel and Peachtree.
• Knowledge of bookkeeping principles and practices.
• Ability to plan, organize, coordinate, assign and evaluate the work of assigned staff.
• Ability to communicate effectively, both orally and in writing.
• Ability to prioritize tasks, mesh numerous tasks assignments from various sources, cope with interruptions, and meet rigid deadlines.
• Ability to analyze complex office problems and develop and implement sound solutions.
• Ability to establish effective working relationships with other employees, elected officials, and the general public.
• Ability to maintain confidentiality and to work in fast-paced and challenging environment.
• Ability to operate a personal computer and various application software as well as other standard office equipment.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements.