Administrative & Central Services Supervisor

Job Description:

Administrative & Central Services Supervisor

Description

Job Summary

The Mohave County Office of Procurement is currently recruiting for an Administrative and Central Services Supervisor in Kingman, AZ.

Performs secondary line supervisory work involved in maintaining the administrative, business and clerically oriented processes of an office staff within a major department that performs a wide variety of clerical functions. The position is responsible for planning, coordinating, and performing a variety of highly complex financial and technical functions for all funds within control of the Procurement and Central Services Department and developing and managing Procurement and Central Services management practices and supporting policies and procedures for business operations and services consistent with County administration. The position reports to a department director or staff level manager/administrator for maintaining the administrative, business and clerically oriented processes of the department. The position has full supervisory responsibility and independently develops and implements new procedures majorly impacting the department's budget and planning processes. The position assists in establishing office policies and setting standards for the interpretation and applications of departmental policies as they apply to the office functions. This class is also distinguished because of the level of work it supervises, the responsibility for several separate functions, the complexity and impact of the functions, and that it reports directly to a department director or staff level manager/administrator.

REPORTS TO
Work is performed independently under the general direction of a higher level of authority. The employee is expected to exercise initiative, independent judgment, and discretion in performing a full range of administrative and office management responsibilities and in supervising and evaluating clerical support staff.

SUPERVISION EXERCISED
Supervision is exercised directly by the staff of clerical support and technical personnel.

Essential Job Functions

• Supervises Central Services Division with county-wide surplus and materials management, telecommunications, and mail distribution, which includes switchboard operation, cell phone plan management, cell phone technical support coordination, postage application and tracking, surplus auction, shipping and receiving, mail and package distribution, and internal cost allocations.
• Performs general clerical tasks, which may include answering telephone calls, entering data into the computer, making copies, sending/receiving faxes, filing documents, or preparing outgoing mail/packages, or receiving incoming mail.
• Serves as subordinate back-up.
• Responds to requests for information or services; performs related administrative, planning and research activities.
• Completes performance evaluations; makes hiring recommendations; recommends disciplinary actions; approves vacations and time off; prepares work schedules and assignments; supervises the activities of assigned personnel; audits files and monitors reports and recordkeeping activities filed by assigned personnel for completeness, accuracy, and compliance to policies, procedures, rules and regulations of department; instructs personnel on departmental policies, procedures and techniques; and provides training.
• Supervises the processing of regular, bulk, and business reply mail including sorting, running, metering, cost calculations and data entry.
• Supervises the County cell phones working directly or indirectly with contracted vendor to activate, deactivate, and troubleshoot mobile service issues.
• Assists customers in determining the most appropriate mail service for their needs and maximize postage discounts.
• Resolves issues such as tracking lost mail, researching incorrectly addressed mail and redirecting it to the appropriate party, and working with internal and external customers and vendors to resolve discrepancies.
• Serves as liaison with vendor(s) in determining upgrades and repairs and ensures all mail distribution equipment is appropriately supplied by vendor(s) in accordance with contract(s). Troubleshoots and coordinates with vendor(s) regarding basic repair issues, as appropriate.
• Coordinates internal and external courier operations which includes determining the locations and frequencies to be included in routes.
• Operates and instructs staff in the use of mail equipment including high-tech inserter, computerized postage meter with scale and bar code reader, and an automatic bundling and inserting machine.
• Reviews reports on mail distribution activities including processed mail and billed postage; ensures financial reports are accurate and makes adjustments, as needed, which requires intermediate analytical application.
• Develops and manages the Procurement / Central Services Budget in conjunction with the Director, may review, approve, and track expenditures.
• Prepares detailed financial and statistical reports, long-range planning documents, and other reports or documents as needed.
• Generates, maintains, and prepares all Procurement / Central Services financial reports required for the Finance Department, audits, and any other financial/budget reports required by outside agencies.
• Act as fiscal liaison between the Department and other County departments.
• Provides administrative support to Central Services and Contracting Divisions of Procurement.
• Develops, establishes, and implements administrative work procedures and priorities.
• Assists the public with inquiries, public record requests, and may serve as the front desk receptionist.
• Coordinates, monitors, and processes routine personnel or financial transactions to include payroll-related recordkeeping and invoices, checks, vouchers, or other records.
• Develops, implements, and modifies practices and procedures governing Central Services operations consistent with departmental requirements.
• Conducts new hire training, on-boarding, and follow-up training of newly hired personnel as needed.
• Schedules travel and training for Contracting and Central Services Divisions staff as needed.
• Evaluates operations and makes recommendations for efficient Central Service processing methods.
• Reviews and files Department requests for Board of Supervisors actions, including resolution adoption; acts as Department liaison to the Clerk of the Board.
• Oversees the retention and destruction of Contracting and Central Services division contracts and files.
• Instructs personnel on County and departmental personnel rules, policies, and procedures; maintains strict confidentiality of personnel information processed as part of regular departmental business.
• Assists and instructs subordinate personnel in the resolution of difficult problems and situations.
• Assists in the coordination of activities and programs with other county departments.
• Communicates and acts in a professional manner with the public, co-workers, and work associates.

SECONDARY JOB FUNCTIONS

• Performs related work as required.
• Performs special assignments as requested.
• Exercise regular and predictable attendance and punctuality in accordance with Mohave County Personnel Policies and Procedures.

Minimum Qualifications

• Bachelor’s degree in Public Administration, Business Administration, Financial Management, or a closely related field.
• Three (3) years of progressively responsible professional experience in governmental business management, accounting, or business management and analysis.
• One (1) year experience in policy and or procedure creation and writing, project management, or contract administration experience or similar work.
• Or an equivalent combination of experience, education and training which provides the desired knowledge, skills, and abilities.

SPECIAL JOB REQUIREMENT

• Must possess a valid driver’s license for operation of motor vehicles on Arizona roads at the start of employment and maintain said license while employed in this position.
• Provide acceptable driving history at no cost to the County.

Knowledge, Skills & Abilities

Knowledge of:

• U.S. Postal regulations and procedures.
• Organization of the Department.
• Modern office practices, procedures, and equipment.
• General finance and accounting principles.
• Filing, index and information systems.
• Effective telephone and audio/visual conferencing techniques.
• English, grammar, punctuation, and spelling.
• Principles of Internet research.
• Intermediate knowledge of Excel, Word, and ability to quickly learn other software systems; including, Adobe Acrobat software; database software; e-mail, calendar, and task scheduling software applications.
• Mohave County Personnel Policies and Procedures, and Department Regulations.
• Procedures, terminology, equipment, accepted or common practices, and policies of the Procurement and Central Services Department.

Skill in:

• Organizing work, setting priorities, meeting critical deadlines, and following up on assignment with minimal direction.
• Technical, financial, budgetary, statistical, mathematical principles and practices.
• Analytical and problem-solving abilities.
• Business management, financial and managerial accounting and analysis, budgeting, and statistical analysis.
• Courtesy and tact in dealing with the public and public officials.
• Mathematics to perform calculations and general accounting procedures.
• Principles and practices of leadership, supervision, and training.
• Effectively operating modern office machines as necessary to include typewriters, calculators, copiers, fax machines, Internet enabled telephones, audio/video conferencing equipment and skill in utilizing computer hardware and software including personal computers, tablets, handheld computers, and scanners.
• Establishing and maintaining effective filing systems.
• Performing research and compiling information from a variety of sources.

Ability to:

• Exhibit and instruct strong customer-service skills and strong team orientation.
• Set priorities, assign, schedule, train, supervise, audit, and evaluate work activities and to persuade assigned personnel effectively.
• Understand, interpret, and apply pertinent federal, state, and local rules, regulations, procedures, and policies of assigned department.
• Maintain confidentiality of privileged and sensitive information.
• Work independently.
• Perform and coordinate department purchases and expense reconciliation, research and implement methods to save costs, interpret financial data, estimate expenses, and prepare and track budgets.
• Hold staff meetings and collaborate with other departments to facilitate efficient workflow.
• Develop appropriate, effective, and efficient methods of completing assignments.
• Follow complex oral and written instructions and communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Prepare clear, concise, grammatically correct (including punctuation and spelling), letters, memos, minutes, and other written documents.
• Exercise independent thinking and good judgment.
• Comply with Mohave County Personnel Policies and Procedures, and Department Regulations.
• Perform the essential functions of the job specifications with or without reasonable accommodation

• Exhibit and instruct strong customer-service skills and strong team orientation.
• Set priorities, assign, schedule, train, supervise, audit, and evaluate work activities and to persuade assigned personnel effectively.
• Understand, interpret, and apply pertinent federal, state, and local rules, regulations, procedures and policies of assigned department.
• Maintain confidentiality of privileged and sensitive information.
• Work independently.
• Perform and coordinate department purchases and expense reconciliation, research and implement methods to save costs, interpret financial data, estimate expenses, and prepare and track budgets.
• Hold staff meetings and collaborate with other departments to facilitate efficient workflow.
• Develop appropriate, effective, and efficient methods of completing assignments.
• Follow complex oral and written instructions and communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Prepare clear, concise, grammatically correct (including punctuation and spelling), letters, memos, minutes, and other written documents.
• Exercise independent thinking and good judgment.
• Comply with Mohave County Personnel Policies and Procedures, and Department Regulations.
• Perform the essential functions of the job specifications with or without reasonable accommodation.

EMPLOYEE BENEFITS:

Medical
Mohave County provides two options for Self Insured Medical Plan, paid by Employee & Employer, to regular employees (employees who work at least 30 hours per week). Both plan options utilize the Blue Cross Blue Shield of Arizona for in Arizona coverage, plus the Aetna Choice POS II network for out of Arizona coverage; when you need medical care, select a provider from the directory and verify the provider's current status as a network provider. The medical plans include pharmacy benefits.

• Summary Plan Description
• PLAN 1: Exclusive Provider Organization (EPO) Plan Deductible $1,200 per person deductible. Calendar Year Out of Pocket Maximum per Single Coverage is $6,300 and $12,700 for Family Coverage.
• PLAN 2: High Deductible Health Plan (HDHP) $3,250 maximum Out of Pocket for Single Coverage and $6,500 maximum Out of Pocket maximum for Family

Out of Pocket Maximum includes medical Deductible, medical Copays, Prescription Drug Deductible and Copays.

TELADOC

Teladoc is a healthcare option available 24 hours per day, 7 days per week, and 365 days per year for non-emergent medical conditions.

Flexible Spending Accounts (FSA)
This voluntary benefit is available to all regular employees working at least 30 hours per week. This pre-tax option will reduce taxable income.

• Health care reimbursement account: up to $3,200 per year
• Dependent daycare reimbursement account: up to $2,500 per year

Health Savings Account (HSA)
This voluntary benefit is available to all qualified employees who are on the High Deductible Health Plan. This pre-tax option will reduce taxable income. You may elect to contribute up to the full 2023 annual limit:

• $4,150 max employee contribution for Single coverage
• $8,300 max employee contribution for Family coverage.

Dental
Dental insurance is available to regular employees working at least 30 hours per week through Ameritas.

• High Option: $2,000 maximum annual benefit.High Option includes orthodontia benefit with lifetime maximum of $1,500.
• Low Option: $2,000 maximum annual benefit.

Vision
Vision insurance is available to regular employees working at least 30 hours per week through Ameritas. Ameritas offers access to a broad network of independent providers as well as access to out-of-network providers with two plan options available. Plan 1: EyeMed ViewPointe or Plan 2: VSP Focus.

Short Term Disability
Coverage is through Ochs, Inc. - Madison National
Short-Term Disability (STD) is insurance that replaces some of your income if an injury or illness prevents you from working. Provided by Mohave County.

Life Insurance
Coverage is through Ochs, Inc. - Minnesota Life

• Basic Life Insurance / Accidental Death & Dismemberment of $50,000
• Provided by Mohave County to regular employees working at least 30 hours per week

Optional / Voluntary Benefits
Payroll deductions are available for the following Optional / Voluntary Benefits:

• Supplemental Life Insurance is available through Ochs, Inc.- Minnesota Life Insurance Company for employees, spouse and dependent children.
• Tax Deferred Compensation Plan 457: this option is voluntary and available to all employees through ICMA-RC or Nationwide.
• Identity Theft Protection is available through IdentityForce, Sontiq for employees and eligible dependents

Retirement Systems / Long-Term Disability
Mohave County is a MANDATORY participating agency in these classification-based retirement systems:

• (ASRS) Arizona State Retirement System: Eligible employees working at least 20 hours per week for 20 weeks or more. MANDATORY contribution rate as of 07/01/2023 is 12.27% beginning on your first paycheck and is employer matched.
• (CORP) Correction Officers Retirement Plan: Employees in Adult Detention positions with the Sheriff's Office. Contributions begin 90 days after first day of employment. Election rates of contribution are between 5% - 40%; default rate of 7%.
• (AOC-CORP) Administration of Courts - Correction Officers Retirement Plan: Juvenile Detention and Adult Probation (Superior Court). Contributions begin 90 days after first day of employment. Election rates of contribution are between 5% - 40%; default rate of 7%.
• (PSPRS) Public Safety Retirement System: Employees in certain positions with the Sheriff's Office. Defined Benefit Tier 3 contribution amount is 9.94%. Contributions begin 90 days after first day of employment.

Additional Benefits
The following additional benefits are available to all regular employees:

• 11 Paid Holidays
• Payroll direct deposit
• Paid Time Off - vacation/sick time
• Pre-tax deduction plan
• Up to 80% of medical premiums paid by Mohave County
• Bereavement Leave

These materials were created to help you understand the benefits available to you. This is not a Summary Plan Description and is not intended to replace the benefit summaries or schedule of benefits contained within the Plan. If any provision of these materials is inconsistent with the language of the Plan, the language of the Plan will govern .

Closing Date/Time: 3/21/2025 5:00 PM Arizona

Salary:

$53,352.00 - $65,624.00 Annually