MAINTENANCE - Administrative Support Supervisor

General Job Description

Under limited supervision, manages, supervises, assigns, reviews and participates in the work of staff responsible for operating and capital budget development, monitoring and reporting activities for Maintenance operations. Assists in the development and implementation of management and budget studies, strategies and business processes. Ensures work quality and adherence to established policies and procedures; and performs the more technical and complex tasks relative to assigned area of responsibility. Receives reviews, prepares and/or submits a variety of documents such as department records, documentation for construction and maintenance projects, contracts, purchase orders, logs, inventory lists, routine reports, official documents, schedules, civil papers, etc. Reports to Director of Construction & Maintenance.

Duties for this Position

Assists Department Head and other staff by performing a variety of complex and routine administrative duties, which may include but are not limited to composing reports and correspondence, researching and compiling data, maintaining inventory of office supplies and equipment, scheduling meetings, maintaining computer record keeping operations, assisting in budget operations, establishing and maintaining filing systems, etc.

Supervises staff, which includes prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; ensuring employees follow policies and procedures; maintaining a healthy and safe working environment; and, making hiring, termination, and disciplinary decisions or recommendations.

Responsible for payroll.

Provides supervisory assistance in the development, monitoring and reporting of the Maintenance annual operating and capital budgets for both Maintenance General operating and capital funds. Conducts reviews of departmental operations, budget requests, capital plans and funding restrictions; analyzes complex funding structures; and recommends funding levels.

Prepares and reviews budget documents and reports; researches and evaluates reports and performance measures; monitors expenditures.

Provide internal control to ensure reliable accounting records to promote efficiency. Maintain current knowledge of MUNIS software, HC Finance and HC Procurement. Adhere to procurement regulations and maintain current knowledge of requirements. Supervise administration operations, including payroll, purchasing, receipting, customer service, fuel cards, p-cards, etc.

County –Wide Administrator for all Facilities software and database (Maintenance Solutions/Inventory Management/UtilityTrak) Dispatching work orders; controls database management; trains end users; Continuously working to improve operations, streamline work processes and work cooperatively and jointly with others to provide quality seamless customer service; develops best practices.

Responsible for Government Accounting / Municipality: Prepares Budget; projects budgetary needs, prepares financial reports; prepare / process budget transfers, accounts receivable, accounts payable, bookkeeping, requisition / purchase order process; performs internal audits, preparation & management of service contracts and construction contracts. (This includes all divisions; Custodial, Hardware, Carpentry, Electrical, Plumbing, HVAC and Lawn & Grounds)

Maintains annual service contracts accounts (96), county-wide.

Maintains department contracts, change orders.

FEMA – attend updates, provide department with necessary information and oversee the application process for the department.

Construction Project assistant – responsible for payment applications, verifies contractors pay request & change orders. Make budget adjustments for Capital Accounts; oversees the budget for multiple projects at once. Complies and stores as-builts and submittals. Ensure that closeout documents are complete when received. Prepares monthly budget report to Director.

Handles and processes new service and transfer applications for all utility companies with-in Horry County (new construction or renovations).

Provides technical and administrative support for all phases of comprehensive implementation of Capital and Major construction and maintenance projects including but not limited to: preparing and tracking documentation from project initiation through close-outs for large, complex facilities planning, design and construction process; compiling and preparing documentation for construction projects such as contracts, purchase orders, pay request, project insurance, bonds, Notice of Award, warranties, owner’s operation and maintenance manuals, etc.; monitoring insurance compliance with construction as required.

Drafts, edits, copies, files, mails and routes correspondence (i.e.-memos, reports, agreements, amendments, specifications, addenda, certificates, submittals, RFI’s, FRQ’s, consultant payments, bid documents, close-out forms, etc.) to ensure the daily operations of maintenance and construction. Schedules and prepares materials needed by Department Head or supervisor for conferences, meetings, correspondence, etc.

May assist in instructing; training; assigning and reviewing work; maintaining standards; coordinating activities; maintaining records; etc. of other clerical personnel members in department.

Coordinates with other agencies or staff members regarding payments, expenditures, reimbursements, etc.

Receives, reviews, prepares and/or submits a variety of documents such as employee records, inventory lists, logs, routine reports, applications, travel forms, billing invoices, purchase requisitions, performance appraisals, spreadsheets, budget documents, expenditure reports, schedules, work orders, etc.

Operates and oversees the maintenance a variety of equipment including but not limited to computer, printer, copier, typewriter, fax machine, telephone, two-way radio, audio-visual equipment, tape recorder, calculator, etc.

Interacts and communicates with departmental supervisors and employees, County department heads and employees, subordinates, sales representatives, County officials, government agencies, the general public, etc.

Reviews e-mails for department executives and updates them on content and required action while maintaining organization and confidential information.

Functions as initial contact with customers both in person and by phone. Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate staff. Performs customer service/public service duty as required.

Assists co-workers in any areas necessary.

Evaluate performance of employees.

Performs other related duties as required.

Position Minimum Requirements

Must be computer literate and have extensive experience with office software packages.

Requires knowledge of procedures, policies, protocols, methods, materials and equipment used in the maintenance department as they pertain to the specific duties and responsibilities of this position. Has considerable knowledge of the functions and interrelationships of County and other governmental agencies. Has comprehensive knowledge of the computer and other technical terminology used within the department. Is able to offer assistance and training to fellow employees as needed. Has the ability to learn and utilize new skills and information to improve job performance and efficiency.

Additional Information

Requires associates degree in secretarial science, administrative management or related field supplemented by one year of general office/clerical office experience; or three (3) to five (5) years of any equivalent combination of training, experience, knowledge and abilities.