Administrative Services Supervisor – Casework Administrative Support Team (CAST) en El Paso County (CO), CO

About the Department

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. Your "customers" will be caseworkers, the Office of County Attorneys, and other community and state partners. You will be the go-to expert connecting the dots between team members, shared inboxes, and complex program policies such as Program Coordinators, the Discovery Team, and Title IV-E.

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.

Position Duties

• 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.

Supervision Exercised: This classification requires supervising and monitoring performance for a regular group of employees or unit(s) including providing input on hiring/disciplinary action and work objectives/ effectiveness, performance evaluations, and realigning work as needed. A first-line or second-line supervisor typically performs these tasks.
Supervision Received: Receives administrative supervision. This classification typically performs job duties and resolves conflict according to their own judgment and initiatives, requesting supervisory assistance only when necessary. Special projects are managed with little oversight, and assignments may be reviewed upon completion. Performance reviewed periodically.

Minimum 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

• High school diploma or equivalent education. 
• Four years of administrative experience. 
  • Associate’s degree in a related field may substitute for one year of the required experience. 
  • Bachelor’s degree in a related field may substitute for two years of the required experience.
• One year of supervisory or demonstrated leadership experience. 

Licenses/Certificates

• Must possess and maintain a valid driver's license.

Pre-Employment Requirements

• Must pass conditional post offer background investigation, motor vehicle record check, and drug screen.

Other Qualifications

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.

The classification specification above is intended to represent only the key areas of responsibilities and minimum qualifications; specific job assignments, duties, education, experience, licenses/certifications, and environmental conditions will vary depending on the needs of the department/office and the particular assignment. Changes to this document may only be made by a member of the Human Resources Department.

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