Supervisor Administrative Services - Health and Human Services

Job Summary

Maintains a wide variety of responsibilities and accountability for the operational and administrative activities of day-to-day business operations for the Health and Human Services (HHS) Division. Performs a variety of highly responsible office coordination and supervision duties requiring the exercise of independent judgment in directing, organizing, and planning the activities of the administrative and program support staff as assigned.

Job Description

ESSENTIAL DUTIES

Supervises, provides oversight, coordinates the work, and provides work direction to the administrative services staff in the performance of their work to ensure data quality and standards are upheld. This includes employee performance, evaluations, setting work schedules, job duties, balancing workloads and priorities between units to ensure efficient and effective support services, interviewing, hiring, training for their own job as well as back-up to the front desk, mentoring, evaluating, disciplining, discharging employees, and approving work schedules, requests for leave and work assignments. 
Develops, revises, and recommends policies and procedures to establish standards of performance. Trains support staff on agency standards, including Microsoft software and all system use. 
Provides guidance and assists staff in providing professional services to customers; manages the day-to-day business operations and servicing at the reception windows.
Coordinates and organizes implementation of solutions and projects in Health and Human Services (HHS) that involve other divisions where synchronization is necessary, including planning, implementation, training, troubleshooting problems, documentation, and communication.  Provides technical and system support to staff. Works with Facilities Management to solve issues as needed.
SharePoint Administrator for HHS Division; responsible for maintaining existing document file storage structure and creation of SharePoint solutions.   
Works with private vendors on repair and maintenance needs of equipment and software issues.
Establishes and maintains records management policies and procedures. 
Maintains and ensures the record retention schedule, statutes, and guidelines are followed. 
Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.
Participates in and represents department in meetings, on committees, and on task forces as requested and/or required.  Must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with other employees, supervisors, customers, vendors, and any other person or organization with whom interaction is required to accomplish work and employer goals. 
Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS

Requires the equivalency of an Associate's Degree in Human Services, Public Administration, social sciences, or a related field and four years of increasingly responsible administrative support or office management experience in human services or public administration, which includes data analysis and/or program planning. Supervisory experience is preferred. A reliable form of transportation for the performance of work responsibilities is required. Team building skills and Microsoft software systems training are desired.

SUPERVISORY CONTROLS

The employee is under general guidance and direction the Administrative Services Director. Work is performed according to established guidelines and general instructions. The employee has wide latitude for the exercise of independent judgment limited only by periodic review by the Director, department procedures, or county policies. 

The incumbent directs and oversees the work of others, including, program/service planning and delivery, personnel selection, evaluation of work performance, training, and disciplinary activities. Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.

The incumbent promotes employee professional development and provides coaching and mentoring to others.

CORE COMPETENCIES AND ABILITIES

• Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.
• Communication - Is always clear about what we're doing and why we're doing it.
• Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.
• Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.
• Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.
• Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.
• Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.
• Knowledge of Minnesota State statutes, operating rules, and procedures. 
• Knowledge of supervisory and leadership qualities and techniques. 
• Knowledge of state, federal, and local law, rules, and regulations as they apply to Health and Human Services. 
• Knowledge of management and leadership principles and practices.
• Knowledge of the programs and functions of the division with recognition of the inter-relatedness of services provided.
• Knowledge of management of information systems.
• Knowledge of techniques and principles of project management.
• Knowledge of county policies, procedures, and labor contracts.
• Knowledge and understanding of and respect for the diversity of customers, coworkers, and supervisors, including individuals with a disability or whose first language may be other than English. 
• Ability to work independently. 
• Ability to analyze project needs and implement departmental changes and/or objectives that are in accordance with the department's long-range and strategic goals. 
• Ability to communicate effectively in writing, to prepare complex reports and present reports in a public setting.
• Ability to establish and maintain effective working relationships with all levels of staff within Health & Human Services and county.
• Ability to organize materials, analyze information, make logical decisions, and exercise judgment in formulating decisions and recommendations.   
• Ability to determine priorities and meet deadlines and make independent decisions.
• Ability to analyze, prepare, and manage a budget that supports the agency and county’s mission and vision.
• Ability to read and interpret documents, rules, and policy and procedure manuals.
• Ability to coach, motivate, and supervise others. 
• Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion. 
• Ability to use MS Office software and other systems for the performance of essential duties. 
• Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. Attendance at evening/off-site meetings may be required. The position is multi-task oriented and includes periods of stress when balancing multiple and varied needs/demands of services.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.