Administrative Services Supervisor Casework Administrative Support Team (CAST)

Job Title

Are you a behind-the-scenes powerhouse who thrives on structure, communication, and keeping multiple moving parts in sync? We're looking for a flexible, tech-savvy, highly organized professional to serve as the supervisor to this specialized internal support team.

Hiring Range : $65,000.00 - $72,000.00 annually

This position has an anticipated work schedule of Monday Friday, 8 : 00am 5 : 00pm; subject to change. Hybrid schedule may be available upon successful completion of probationary period; subject to change.

Please be advised that this position may close without advanced notice, should we receive a sufficient number of qualified applications.

The position is responsible for supervising the planning, implementation, and daily operations of assigned functional area(s) to ensure efficient and effective program operations. Provides direct supervision and leadership of support staff, including performance management, training, coaching, process improvement, staff empowerment, and technical guidance. May serve as the main point of contact for assigned functional area(s). Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function. This position may be subject to grant funding.

Essential Duties / Responsibilities

Oversees the daily operations and administration support of assigned staff. Organizes, coordinates, and prioritizes work activities; ensures work is performed effectively, efficiently, and in accordance with established procedures and standards. Provides supervision, mentorship, guidance, and training to staff. Conducts performance evaluations and motivates employees to reach peak productivity and performance; participates in the hiring and disciplinary process.

Develops, recommends, and implements applicable procedures and guidelines. Creates and maintains office forms; prepares and orders materials and other related documents as needed.

Performs complex and confidential administrative functions, including composing detailed and special correspondence, memorandums, and other documents from brief instructions or notes; prepares reports and other documents as needed. Maintains records and correspondence with confidential information, ensuring accuracy and adherence to appropriate regulations and policies.

Prepares confidential surveys and reports, collects and compiles information, ensuring accuracy. Oversees applicable program databases, software, and filing systems; responsible for ensuring the integrity and accuracy of program databases.

Interacts with customers, clients, and citizens in a courteous and professional manner; responds to escalated or complex matters.

Develops and maintains effective working relationships and serves as liaison to various departments, offices, external agencies, community partners, boards, and / or commissions. May serve as the department liaison with the Digital, Strategy, and Technology Department.

Leads, delegates, and coordinates projects, general administrative duties, and professional staff support functions.

Maintains current knowledge of legislation, regulations, policies, and procedures related to assigned functional area(s).

Oversees department equipment and inventory; orders office supplies and equipment as needed.

May participate in the preparation, implementation, and monitoring of the budget. Organizes and prepares financial documentation for approval, including invoices, purchase orders, and requisitions; ensures documentation is submitted to the Financial Services Department timely and in accordance with established policies and procedures. Maintains vendor files, ensuring accuracy and adherence to established deadlines.

As directed, prepares financial reports and budget forecasts and analyses; performs financial reporting and auditing.

Prepares and maintains the department's activity and event lists and distributes as required. May make travel arrangements as requested.

Participates in various committees and boards related to program activities and responsibilities as requested.

Performs other duties as required.

Qualifications

Knowledge, Skills & Abilities

• Must possess excellent customer service, organizational, planning, and administrative skills. Ability to efficiently plan, schedule, and organize. Ability to prioritize, complete multiple tasks, and reprioritize as work situations change.
• Ability to maintain the security of sensitive and confidential information.
• Ability to formulate plans, policies, and procedures.
• Ability to lead, manage, and train others; ability to objectively review, evaluate, and document the performance of employees.
• Ability to assess situations and make prudent and appropriate decisions; ability to apply conflict resolution and problem-solving skills.
• Ability to accurately perform mathematical calculations and use Generally Accepted Accounting Principles (GAAP).
• Ability to work independently with minimal supervision.
• Ability to establish and maintain effective working relationships.
• Ability to communicate effectively both verbally and in writing with regard to proper grammar, spelling, and punctuation.
• Ability to use office equipment including computer, multi-line telephone, fax machine, copier, and scanners. Proficiency with computer software programs, including Microsoft Office (Word, Outlook, Excel, PowerPoint, and Teams).
• Maintain regular and punctual attendance.

Required Education & Experience

Licenses / Certificates

Pre-Employment Requirements

Work Conditions

Duties are performed in an office and remote work environment dependent upon Department discretion and business needs; some travel may be required. Some required meetings may extend after regular working hours. May be required to stand for extended periods of time, bend, and lift office supplies.

Vision

El Paso County will be a trusted regional leader known for excellence in county service delivery.

Purpose

We provide essential public services to the Pikes Peak Region in support of our residents, businesses, and communities, enhancing the freedom for all to thrive.

El Paso County is an E-Verify and Equal Opportunity Employer. El Paso County adheres to Federal drug screening guidelines and requires a pre-employment drug screen.

Benefits

Full-time employees are eligible for the following benefits :