Administrative Supervisor

Are you someone who thrives on organization, leadership, and making sure the details don't fall through the cracks? As an Administrative Supervisor, you will support the Director and department staff by overseeing administrative operations, supervising staff, and managing budgets, grants and contracts.

Ada County is a great place to work! We have more than 2000 employees dedicated to enhancing our community’s quality of life. Our Operations team is growing, and this is an excellent opportunity to be a part of taking this team to the next level.

Ada County Weed, Pest and Mosquito Abatement is an agency that houses three separate and distinct departments. Ada County Noxious Weed Control is supported through the General Fund, and provides noxious weed control services throughout Ada County

Learn more about Ada County Weed, Pest & Mosquito by visiting their website. Ada County Weed, Pest & Mosquito

We offer a competitive Total Rewards package that increases your base salary by approximately 40%, including:

• Excellent medical, dental, and vision insurance
• Generous vacation and sick leave starting on day one
• 11 paid holidays annually
• Participation in one of the nation’s best state retirement systems, with 11.96% employer contribution
• 457(b) deferred compensation plan with up to 3% county match, plus a 401(k)
• Paid parental leave, life insurance, and robust wellness programs
• Ongoing training opportunities and career pathing

POSITION GENERAL SUMMARY:

Assists the director in budget development and financial monitoring, direction and supervision of the administrative staff, tracking and processing grant administrative and financial functions, aid in tracking and processing of agreements and resolutions, trains staff and documents workflows, makes recommendations for department priorities as they emerge, and performs related duties as required.

DISTINGUISHING FEATURES OF THE CLASS:

The administrative Supervisor performs moderately complex and varied work under the general direction of the Director. This position supervises administrative personnel and sets general priorities and deadlines for specific assignments. Plans and carries out assignments in accordance with established policies and practices of the department.

Essential Functions

• Supervises administrative staff, assigns and reviews work, conducts performance evaluations and participates in the recruitment and selection of staff;
• Conducts staff meetings and briefings, assures staff are properly instructed and executing job duties, and trains or recommends training;
• Oversees the front office staff including seasonal staff;
• Oversees paying departmental bills, processing vouchers and requisitions, transferring funds between line items, for all three departments;
• Oversees accounts receivable including credit card payment processing and lien processing for the Weed Control and Pest Abatement departments;
• Oversees the Facility and Inventory Specialist ensuring proper facility maintenance and safety, accuracy of inventory, and performing regular maintenance and regulatory requirements of the county fuel station;
• Oversees the Program and Education Specialist ensuring timely and accurate communication with the public, accurate website content for our department webpages, and engagement and education with residents of Ada County;
• Performs accounting and administrative procedures, tracks progress, and submits reports for grants and annual contracts;
• Reviews and documents the efficacy of department programs and projects and recommends course of action;
• Tracks and manages county cell account and credit card account;
• Manages NWFFS monthly reporting;
• Point of contact for temporary job service;
• Maintains data on departmental fleet information and registrations;
• Coordinates department budgets, ensures accuracy and timeliness of budget submission.

ADDITIONAL FUNCTIONS:

• Completes special projects, as assigned;
• Resolves vendor inquiries;
• Act as a point of contact for directing staff on questions regarding office procedures;
• Performs related functions as required.

Job Requirements

• Bachelor’s degree from an accredited university in Business Management or a related field OR an equivalent combination of education and experience;
• Must have a minimum of two years of program administration or program development experience;
• A minimum of 1 year of previous supervisory experience;
• Knowledge of budget development;
• Knowledge of basic accounting practices;
• Skill communicating effectively verbally and in writing;
• Skill using a personal computer and MS Office software;
• Ability to interpret, understand, and apply laws, rules, and regulations for pest and vector control;
• Ability to make decisions in accordance with established policies and procedures;
• Ability to establish good rapport with department employees, the general public and personnel from other government agencies in sometimes complex and adverse situations;
• Ability to interpret and apply and enforce department policies and procedures;
• Ability to exercise good judgment, initiative and resourcefulness to find solutions for difficult department issues;
• Ability to supervise and motivate employees;
• Ability to establish and maintain effective working relationships.

OTHER REQUIREMENTS:

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

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

• Work is performed primarily in an office environment and incumbent may be subject to inside environmental conditions;
• Occasionally required to work in the field and be subject to various weather conditions;
• Occasionally required to lift up to 25 lbs.