An Administrative Supervisor supervises administrative services in a larger company or organization. Manages office and business supplies, or documents and improves efficiency in office and administrative procedures, or supervises administrative staff. Coordinates with company operations directors and managers.
An employee in this class performs responsible administrative duties and exercises supervision over clerical employees when the supervisor is out of the office. Work includes difficult public contact work involving investigation, collections, resolution and settlement of customer complaints, including response to inquiries regarding utility bills, special assessments and code compliance liens. The coordinator ensures establishment of, and adherence to, administrative controls and record keeping procedures, plus management of the collections of utility bills, special assessment and code violations tickets and liens. Considerable discretion and tact is required in order to provide positive customer relations. Work is subject to general review through conferences, post audits, personal inspection and written reports for conformity with established policies and attainment of desired objectives under the direction of Utility Business Supervisor Lien. . Supervises office personnel assigned to utility billing and lien activities when supervisor is out or when necessary. Handles telephone calls/walk-in customers' inquiries and processes complaints concerning past due utility billing balances, lien search requests, lien search results and lien mitigation. Responsible for the collections of severely delinquent utility accounts and the review, set up and monitoring of payment plans and intent to lien notices. Assists in the preparation of lien search reports. Responds to lien search results inquiries and processes requests for lien mitigation. Reviews lien mitigation requests, prepares package and supporting documentation. Submits lien settlement recommendation for management's approval. Prepares final settlement payoffs. Processes payments of utility balances, special assessments and code compliance tickets/liens. Draft and send lien notices and releases to county for recording. Updates main system of records with all lien related information. Assists in the preparation of the divisional budget by developing justifications and background of prior expenditure and revenue experience; Performs liaison with computer operations personnel to maintain control of computer programs and to insure that changes in lien procedures are implemented; Promotes effective operations through standardization, improvement, simplification and installation of new operating systems; Evaluates intra-departmental work programs to ascertain efficiency levels, compliance with priority schedules, and accomplishment of work programs; Represents the Supervisor in making special investigations and gathering information; Meets with public officials and civic groups to explain various projects and work programs; Assists in training new staff and follows up on their progress. Associates degree in public or business administration or an area of desired specialization plus some experience in responsible and varied administrative work in some of the following areas: Cost accounting, operations analysis Electronic data processing, computer operations Utility Billing office and/or Utility Customer Service Operations Municipal resource allocation, Personnel Administration, Budget Administration and Administration/Public Management. Or An equivalent combination of training and experience, which provides the required knowledge, skills and abilities. Some knowledge of the principles of management and their application to the administration of governmental affairs; Some knowledge of research techniques and the sources and availability of current information; Some knowledge of the principles and practices of public and business administration; Some knowledge of basic accounting principles and procedures; Some knowledge of basic collection, liens and real estate principles and practices; Some knowledge of the operation of the utility billing and lien system; Ability to solve difficult customer's inquiries and complaints regarding liens; Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness; Ability to supervise and coordinate the work of office staff in a manner conducive to full performance and high morale; Ability to carry out complex oral and written instructions; Ability to establish and maintain effective working relationships with other employees and the general public; Ability to express ideas clearly, concisely, orally and in writing; Physically able to perform duties.
