Administrative Supervisor - Ocala Electric Utility

This is a highly responsible working supervisory position requiring “hands-on” control over the day-to-day administrative support operations including accounts receivable, accounts payable and budget management functions of the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Plans, initiates, delegates and carries to completion clerical, secretarial and administrative activities. Reviews, assists, maintains and coordinates a variety of administrative projects or related technical inquiries. Provides assistance on major projects including extensive research, scheduling meetings or appointments and preparing informational packets in advance for these meetings.

2. Maintains information related to contracts and procurement functions, utilizing tables, spreadsheets and databases. Develops and maintains administrative files and records in an organized manner. Processes and reviews the departmental payroll for submission to the Payroll department. Prepares and processes items and invoices for payment which may include purchase requisitions, claim vouchers, material requests, procurement card reports, petty cash reports and various other forms used by the department. Monitors blanket purchase orders and annual purchase agreements.

3. Prepares correspondence varying from simple to complex, legal and highly confidential or technical subject matter. Attends meetings/conferences taking notes or minutes which may require taking and transcribing dictation.

4. Assists in the preparation, typing, and submission of the annual budget. Also, assists the division heads and department director with ongoing monitoring and management of the department budget.

5. Provides customer service in person, by telephone, and in some departments by two-way radio, to City employees and the general public. Communicates clearly, courteously and tactfully with irate citizens. Uses independent judgement to resolve customer complaints. Remains calm in stressful situations.

EDUCATION AND EXPERIENCE

• Graduation from an accredited college or university with an associate degree in business or accounting.

• Two (2) years of responsible accounting and administrative experience preferably in the receivable and/or payable areas.

• One (1) year of supervisory experience.

• Must possess advanced computer skills.

An equivalent combination of training and experience may be considered.

REQUIRED LICENSES/CERTIFICATIONS

Must possess and maintain a valid Florida Operators Driver's License with an acceptable driving record.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

• Analytical - Collects and researches data.

• Problem Solving - Identifies and resolves problems in a timely manner;

• Gathers and analyzes information skillfully;

• Develops alternative solutions;

• Works well in group problem solving situations;

• Uses reason even when dealing with emotional topics.

• Technical Skills - Pursues training and development opportunities;

• Strives to continuously build knowledge and skills;

• Shares expertise with others.

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service;

• Responds to requests for service and assistance;

• Meets commitments.

• Interpersonal - Focuses on solving conflict, not blaming;

• Maintains confidentiality;

• Listens to others without interrupting;

• Keeps emotions under control;

• Remains open to others' ideas and tries new things.

• Oral Communication - Speaks clearly and persuasively in positive or negative situations;

• Listens and gets clarification;

• Responds well to questions;

• Demonstrates group presentation skills;

• Participates in meetings.

• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone's efforts to succeed.

• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.

• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

• Leadership - Displays passion and optimism; Inspires respect and trust.

• Cost Consciousness - Conserves organizational resources.

• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity.

• Adaptability - Adapts to changes in the work environment.

• Attendance/Punctuality - Is consistently at work and on time.

• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.

• Initiative - Seeks increased responsibilities; Asks for and offers help when needed.

• Judgment - Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process.

• Motivation - Demonstrates persistence and overcomes obstacles

• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Word Processing software; Spreadsheet software; Payroll systems and Internet software.

Supervisory Responsibilities:

Supervises assigned staff responsible for providing administrative support in the department to include assignment and delegation of duties, scheduling hours of work to provide office coverage and reviewing subordinates work products. Counsels and evaluates employee performance. Provides training for employees and may conduct staff meetings. Interviews and makes preliminary selection of administrative employees.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus while performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand.