Finance Administrative Services Supervisor

The Finance Department’s Administrative Services section is responsible for providing citywide administrative services and special project support to various City agencies and the Finance Department. The section includes an Administrative Support Team (A-Team), who staff the Finance Department front desk and are assigned to various City agencies to assist with day-to-day operations and special projects, and a Document Services Unit that provides confidential word processing services, software support, website administration, and other document support (e.g. newsletters and brochures, Braille output) to City agencies. The Finance Administrative Services Supervisor will manage, schedule, and supervise the A-Team and Document Services staff.

This position is responsible for administrative support, executive staff support, and advanced level administrative functions within the Finance Department. The position serves as the Finance Department's office manager and is responsible for all administrative support activities in the Finance Department. Key duties include human resources and payroll administration, purchasing, departmental budget development, and the supervision of the Administrative Services section of the Finance Department. The job duties require professional judgment, discretion, and initiative in interpreting policies, procedures, and processes. This work is performed with a high degree of independence and discretion. Work is performed under the general supervision of the Risk Manager. The Administrative Services Supervisor will supervise administrative staff and coordinate their efforts effectively.

• Establish and maintain standard office filing systems and procedures to support Department collaboration and comply with records management requirements.
• Maintain and update Department staff directory, front desk directory, phone tree system, and public-facing information. Serve as site manager for Department SharePoint site, and Department information on the City’s website and Employeenet.
• Maintain office Purchasing Card (P-Card) for purchase of office supplies, equipment and furniture, membership and subscription renewals, and registration and travel for conferences and trainings. Complete monthly reconciliation of Department P-card to ensure posting to proper accounts.
• Provide Department staff with updated ordinance and Mayor’s Administrative Procedure Memoranda. Provide expertise and consultation to managers in interpreting City administrative policies and procedures.
• Coordinate Department training needs with Human Resources, Information Technology,  and other agencies/departments.
• Be familiar with City records retention policies and work with Department managers and the State of Wisconsin Records Center to maintain and store a wide variety of records.
• Coordinate with Dane County Facilities Management for in office maintenance requests and building access cards.
• Assist with setting up and facilitating quarterly Finance Department meetings.
• Serve as backup to Finance Department front desk staff.

• Supervise Administrative Support and Document Services units.
• Perform hiring, discipline, training and performance evaluation processes.
• Assign and manage the Administrative Support Team’s schedule.
• Establish work priorities, coordinate, and assign work to staff.
• Monitor work for quality, timeliness, and other work standards.
• Oversee and assign projects to light duty workers when assigned to Department.

• Perform Departmental payroll activities.
• Assist managers with personnel actions, including completing recruitment and hiring activities in Neogov applicant tracking system, entering personnel actions in Munis enterprise planning resource (ERP) system, and coordinating other personnel-related transactions.
• Process necessary personnel forms and documents for Department, including family medical leave (FMLA) and workers’ compensation.
• Maintain an awareness of personnel policies and procedures and provide guidance to managers as required.
• Develop and maintain employee onboarding materials for Department. Manage and maintain employee personnel and medical files.
• Process and mail employee billings for life, dental, vision, and health insurance.

• Provide high-level administrative support for Finance Director and other professional staff for special projects, including data collection related to departmental performance management efforts, scheduling meetings, and preparation of official correspondence.
• Assist the Finance Director with duties related to the Finance Committee and the Room Tax Commission meetings. This includes scheduling meetings, creating agendas and minutes in Legistar legislative management software, and maintaining compliance with Open Meeting laws.
• Coordinate with managers to develop and implement the Department’s annual budget.
• Serve as the Department’s liaison or co-lead on City-wide initiatives, such as the Department’s Equity Team (DET), and implementation of, and compliance with, new policies and procedures. Provide Department staff with training and support on policy implementation as needed.

• Four (4) years of experience applying administrative and office management principles, procedures, and techniques; AND
• Two (2) years of experience applying business management and public administration principles and practices relating to budgeting, purchasing, human resources, public financing, affirmative action, etc.

• Associate's (or higher level) degree in business administration, public administration, or a closely related field; AND
• Two (2) years of responsible office management, professional staff support, and/or program administration experience, including at least one (1) year performing direct supervisory responsibilities.
  

Salary : $70,899 - $83,479