MAINTENANCE - Administrative Support Supervisor

Overview

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.

• 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/Utility Trak) 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 plies 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…