Administrative Supervisor

DEFINITION
Under general supervision, performs a variety of specialized accounting duties in support of payroll and 
general ledger maintenance; prepares, audits, reconciles, and maintains related financial and statistical 
records, reports, and statements; performs a variety of human resource support functions, including the 
planning and coordination of recruitment and selection, compensation and benefits administration, 
organizational development, and training programs; maintains personnel records; conducts research and 
analysis for special projects; trains and evaluates the performance of assigned personnel; and performs 
related work as assigned.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Finance Director. Exercises supervision over administrative support
staff.

CLASS CHARACTERISTICS
This is a supervisory classification within administrative services. The incumbent is responsible for 
planning, organizing, supervising, reviewing, and evaluating the work of the support staff. Performance of 
the work requires the use of considerable independence, initiative, and discretion within established 
guidelines.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different 
positions and to make reasonable accommodations so that qualified employees can perform the essential 
functions of the job.

• Trains and evaluates the performance of assigned staff; interviews and selects employees and 
  recommends transfers, reassignment, termination, and disciplinary actions; assigns employee duties 
  and reviews work to ensure compliance with established standards, guidelines, and procedures.
• Performs a variety of specialized accounting duties in support of payroll; ensures accurate and timely 
  payment of City employees and financial obligations; processes and evaluates a variety of forms and 
  documents related to payroll.
• Establishes and maintains automated employee payroll records; distributes, collects, processes and 
  audits time sheets for employees; verifies accuracy of time sheet information; inputs timesheet 
  information into assigned computer system including hours, deductions, vacation, comp time and sick 
  leave; calculates, verifies, and inputs salary adjustments.
• Calculates, assembles, matches, sorts, tabulates, checks, and posts payroll, tax, and various other 
  financial and statistical data; prepares, reviews, adjusts, and ensures accuracy of general ledger and 
  journal entries; audits data and transactions for accuracy and completeness; makes corrections as 
  needed.
• Compiles and inputs information and prepares and maintains a variety of records, reports, and files 
  related to payroll, general ledger, accounts, retirement, employee information, time sheets, vacation, 
  sick leave, taxes, vendors, fees, billings, invoices, pay increases, and assigned activities; ensures
  accuracy of input and output data.
• Monitors, evaluates, and reconciles payroll and other assigned accounts; verifies and updates accounts 
  to reflect income, transfers, and expenditures; initiates and processes payroll and other fund transfers 
  as needed; reconciles various fiscal statements to ensure accurate fund accounting.
• Conducts and coordinates orientations for newly hired employees and answers employee questions 
  regarding benefits, rules and regulations, open enrollment periods, and other information regarding 
  employee benefits: processes and sets up information, records, and accounts for new employees; 
  distributes, collects, explains and processes W-4, W-2, I-9, union, health insurance, and retirement 
  systems forms and documents.
• Serves as a technical resource to City employees concerning payroll and human resources functions; 
  responds to inquiries and provides technical information concerning related transactions, benefits, 
  records, laws, regulations, policies, and procedures.
• Communicates with City personnel and various outside agencies to exchange information and resolve 
  issues or concerns in area of responsibility; prepares and distributes announcements, notices, and other correspondence as needed.
• Assists employees with setting up deferred compensation plans; assists employees with various 
  retirement functions; explains related paperwork and calculate estimates as requested.
• Maintains and monitors the City’s grant funds and ensures compliance with rules and regulations 
  governing the use of each grant.
• Attends and participates in various meetings as assigned; arranges meetings and seminars as needed.
• Maintains the fuel card system as required; monitors fuel charges and processes incoming bills.
• Develops standardized measures of performance for human resources processes and makes
  recommendations on process changes based on measures.
• Designs job-related recruitment and selection procedures; evaluate the effectiveness of recruitment and selection methods.
• Implements and monitors a variety of legal and administrative regulations including equal employment opportunity compliance, Americans with Disability Act, affirmative action.
• Resolves questions regarding human resources, employment law, and related areas; confers with City 
  staff to interpret policies, procedures and regulations; assists in the maintenance of related City policies, procedures, and regulations.
• Assists managers and supervisors in resolving human resources problems, often of a sensitive or 
  confidential nature, by facilitating differences, providing conflict resolution tools, and suggesting 
  mutually acceptable solutions.
• Enters and processes worker’s compensation claims; communicates with claimants, supervisors and 
  vendor; responds to questions; provides follow up information to vendor as needed.
• Performs other related duties as assigned.

QUALIFICATIONS
Knowledge of:

• Principles and practices of employee supervision, including work planning, assignment review and 
  evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Methods, procedures and terminology used in specialized accounting work.
• Generally accepted accounting principles, practices and procedures.
• Preparation, review and control of assigned accounts.
• Practices, procedures and techniques involved in payroll and time sheet preparation and processing.
• Tax withholding, voluntary deductions and employee benefits.
• Record retrieval and storage systems.
• Statistical and financial analysis and records management principles and practices.
• Applicable laws, codes, rules, regulations, policies and procedures.
• Basic principles and practices of human resources administration, recruitment and selection, and 
  benefits administration.
• Basic principles of employment law and its applicability to public sector human resources management 
  and administration.
• Techniques for providing a high level of customer service by effectively dealing with the public, 
  vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules 
  of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination.
• Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or 
  generate documentation.

Ability to:

• Select and supervise staff, provide training and development opportunities, ensure work is performed 
  effectively, and evaluate performance in an objective and positive manner.
• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work 
  standards.
• Perform a variety of specialized accounting duties in support of payroll and other related functions.
• Ensure accurate and timely payment of City employees and financial obligations.
• Reconcile, balance, and audit assigned accounts.
• Prepare analyze, and maintain comprehensive accounting statements, reports, and records.
• Issue and distribute appropriate payments for payroll, taxes, invoices and other expenses.
• Monitor and audit income and expenditures.
• Identify, investigate and resolve financial issues, errors and discrepancies.
• Perform arithmetic calculations quickly and accurately.
• Implement valid and effective recruitment and selection programs to obtain qualified employees.
• Perform technical human resources support work.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and 
  standards relevant to work performed.
• Effectively represent the department and the City in meetings with governmental agencies; community 
  groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Learn and understand the organization and operation of the City and of outside agencies as necessary 
  to assume assigned responsibilities.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a 
  variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and 
  syntax.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal 
  guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the 
  course of work. 

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities 
is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to an associate degree in accounting, finance or related field and three (3) years of progressively 
responsible experience in payroll, human resources, or related functions.

Licenses and Certifications:

• None.

PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including 
a computer; vision to read printed materials and a computer screen; and hearing and speech to 
communicate in person and over the telephone. Standing in and walking between work areas is 
frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer 
keyboard or calculator and to operate standard office equipment. Positions in this classification 
frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers 
open and closed to retrieve and file information. Employees must possess the ability to lift, carry, 
push, and pull materials and objects up to 25 pounds with the use of proper equipment. Reasonable 
accommodations will be made for individuals on a case-by-case basis.

ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature 
conditions, and no direct exposure to hazardous physical substances. Employees may interact with 
upset staff and/or public and private representatives in interpreting and enforcing departmental policies 
and procedures.

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