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Administrative Supervisor - Fleet

Location : Ocala
Job Type : Regular
Reference Code : 10892041
Hours : Full Time
Required Years of Experience : 5
Required Education : Associate Degree
Travel : No
Relocation : No

Job Description :
Veterans Preference

 

Position is eligible for Student Repayment Program

 

This is a varied and highly responsible supervisory position with daily operations of the department Administration office. This includes clerical and administrative work and overseeing the work of the administrative support staff. Reports directly to the Department Director or Designee.

Examples of Duties
Plans, initiates, delegates and carries to completion clerical, secretarial and administrative activities. Reviews, assists, maintains and coordinates a variety of administrative projects or related technical inquiries. Provides assistance on major projects including extensive research, scheduling meetings or appointments and preparing informational packets in advance for these meetings. 

Maintains information related to contracts and procurement functions, utilizing tables, spreadsheets and databases. Develops and maintains administrative files and records in an organized manner. Processes and reviews the departmental payroll for submission to the Payroll department. Prepares and processes items and invoices for payment which may include purchase requisitions, claim vouchers, material requests, procurement card reports, petty cash reports and various other forms used by the department. Monitors blanket purchase orders and annual purchase agreements. 

Prepares correspondence varying from simple to complex, legal and highly confidential or technical subject matter. Attends meetings/conferences taking notes or minutes which may require taking and transcribing dictation.

Supervises assigned staff responsible for providing administrative support in the department to include assignment and delegation of duties, scheduling hours of work to provide office coverage and reviewing subordinates work products. Counsels and evaluates employee performance. Provides training for employees and may conduct staff meetings. Interviews and makes preliminary selection of Administrative employees.

Assists in the preparation, typing, and submission of the annual budget. Also assists the division heads and department director with ongoing monitoring and management of the department budget.

Provides customer service in person, by telephone, and in some departments by two-way radio, to City employees and the general public. Communicates clearly, courteously and tactfully with irate citizens. Uses independent judgement to resolve customer complaints. Remains calm in stressful situations.
Required Qualifications :
Typical Qualifications
Graduation from an accredited college with an Associate's degree in Business, Office Management, or related field. Must have a minimum of five (5) years administrative/secretarial experience of a progressively responsible nature, including supervision, preferably in a governmental setting. Must have five (5) years experience in customer service. Must have a strong working knowledge of computers and other office equipment. Experience in procurement processes preferred. Shorthand and transcription experience is desirable. An equivalent combination of experience, education and training may be considered.

LICENSES/CERTIFICATES
May be required to possess and maintain a valid Florida Operators Driver's License with an acceptable driving record for required travel. A CAP or CAP-OM designation in the administrative profession is a plus.

Supplemental Information
Must possess strong organizational and technical writing skills. Must have the ability to prioritize and analyze data. Must be able to interpret rules, policies and regulations. Ability to meet multiple deadlines and work under pressure. Ability to prepare, compose and accurately type documents, business letters and memoranda. Must have knowledge of the operations and functions of the assigned unit. 

Must have the ability to supervise, delegate, and monitor work of others. Must be able to use independent judgement with minimum supervision and maintain confidential information.

Must be able to communicate clearly and politely, orally and in writing. Must be able to establish and maintain effective working relationships with employees and the public. Must be able to remain calm in stressful situations

Must have strong computer skills with the ability to apply to a variety of applications. Must be able to efficiently operate a variety of office equipment at an advanced level. 

Must have knowledge of basic and business math to process and maintain complex records. 

Must be knowledgeable in advanced business English, spelling, and punctuation.

Work Schedule: Position is full time, hours not specified

Annual Salary:$38,100 to $66,700.00, DOE
Skills :
Business Administration Clerical Microsoft Office Office management Payroll Supervisory Experience Written and Oral Communication
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