Administrative Supervisor

DEFINITION

Under general supervision, performs a variety of specialized accounting duties in support of payroll and general ledger maintenance; prepares, audits, reconciles, and maintains related financial and statistical records, reports, and statements; performs a variety of human resource support functions, including the planning and coordination of recruitment and selection, compensation and benefits administration, organizational development, and training programs; maintains personnel records; conducts research and analysis for special projects;

trains and evaluates the performance of assigned personnel; and performs related work as assigned.

Receives general supervision from the Finance Director. Exercises supervision over administrative support staff.

This is a supervisory classification within administrative services. The incumbent is responsible for planning, organizing, supervising, reviewing, and evaluating the work of the support staff. Performance of the work requires the use of considerable independence, initiative, and discretion within established guidelines.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Trains and evaluates the performance of assigned staff; interviews and selects employees and recommends transfers, reassignment, termination, and disciplinary actions; assigns employee duties and reviews work to ensure compliance with established standards, guidelines, and procedures.
• Performs a variety of specialized accounting duties in support of payroll; ensures accurate and timely payment of City employees and financial obligations; processes and evaluates a variety of forms and documents related to payroll.
• Establishes and maintains automated employee payroll records; distributes, collects, processes and audits time sheets for employees; verifies accuracy of time sheet information; inputs timesheet information into assigned computer system including hours, deductions, vacation, comp time and sick leave; calculates, verifies, and inputs salary adjustments.
• Calculates, assembles, matches, sorts, tabulates, checks, and posts payroll, tax, and various other financial and statistical data; prepares, reviews, adjusts, and ensures accuracy of general ledger and journal entries; audits data and transactions for accuracy and completeness; makes corrections as needed.
• Compiles and inputs information and prepares and maintains a variety of records, reports, and files related to payroll, general ledger, accounts, retirement, employee information, time sheets, vacation, sick leave, taxes, vendors, fees, billings, invoices, pay increases, and assigned activities; ensures accuracy of input and output data.
• Monitors, evaluates, and reconciles payroll and other assigned accounts; verifies and updates accounts to reflect income, transfers, and expenditures; initiates and processes payroll and other fund transfers as needed; reconciles various fiscal statements to ensure accurate fund accounting.
• Conducts and coordinates orientations for newly hired employees and answers employee questions regarding benefits, rules and regulations, open enrollment periods, and other information regarding employee benefits: processes and sets up information, records, and accounts for new employees; distributes, collects, explains and processes W-4, W-2, I-9, union, health insurance, and retirement systems forms and documents.
• Serves as a technical resource to City employees concerning payroll and human resources functions; responds to inquiries and provides technical information concerning related transactions, benefits, records, laws, regulations, policies, and procedures.
• Communicates with City personnel and various outside agencies to exchange information and resolve issues or concerns in area of responsibility; prepares and distributes announcements, notices, and other correspondence as needed.
• Assists employees with setting up deferred compensation plans; assists employees with various retirement functions; explains related paperwork and calculates estimates as requested.
• Maintains and monitors the City's grant funds and ensures compliance with rules and regulations governing the use of each grant.
• Attends and participates in various meetings as assigned; arranges meetings and seminars as needed.
• Maintains the fuel card system as required; monitors fuel charges and processes incoming bills.
• Develops standardized measures of performance for human resources processes and makes recommendations on process changes based on measures.
• Designs job-related recruitment and selection procedures; evaluates the effectiveness of recruitment and selection methods.
• Implements and monitors a variety of legal and administrative regulations including equal employment…