Administrative Supervisor (11810, Grade 20)

Description

The Maryland-National Capital Park and Planning Commission, Prince George's County Parks and Recreation Department, Management Services Division, is seeking an Administrative Supervisor. The ideal candidate is a hardworking self-starter with strong administrative, communication, and organizational skills. This individual must be an energetic teammate with extensive efficiency and technical skills and the ability to perform at a high level.

The Administrative Supervisor is responsible for providing experienced and professional administrative support to the Division Chief, Assistant Division Chiefs, and the Division. The position serves as a liaison to Executive Leadership, Senior Management, supervisors, and team members. The Administrative Supervisor manages a team of administrative professionals responsible for recruitment and selection, payroll processing, human resources, employee benefits, training, marketing/promoting, procurement, maintaining administration budget and purchases, and computer hardware and software systems for the Division.

Examples of Important Duties

• Coordinates and serves as Point of Contact for administrative activities in support of the Division Chief and Assistant Division Chiefs; functions as an extension of the Office of the Division Chief; represents the Office of the Division Chief with discretion, integrity, and respect.

• Provides leadership to division administrative team, including facilitating communications and hosting quarterly meetings; develops best practices; researches administrative and operational issues; works with the team to develop, lead and implement workflow plans and document routing processes; conducts performance counseling and yearly evaluations, as well as, troubleshooting intra-team challenges, establishes goals and objectives; initiates disciplinary actions where necessary; approve time cards and requests for leave; develops office policies and procedures.

• Ensures the administration of personnel actions and payroll activities for 70+ career and seasonal team members; sends periodic reminders to Management Team to ensure completion and compliance with administering within required deadlines.

• Coordinates, reviews, and edits the Division's Performance Management process and documents for accuracy; works with Management Team to ensure documents address successes and deficiencies.

• Develops and maintains reports periodically, such as the Vacancy Report & Seasonal Position Compliance Report, Performance Recognition Awards Report.

• Contacts Management Team and team members on behalf of the Division Chief and Assistant Division Chiefs to discuss and relay guidelines and deadlines on confidential/sensitive issues or to provide updates on division programs and projects.

• Keeps support staff and Management Team apprised of upcoming scheduled events or deadlines and initiates steps to ensure deadlines are met as the need arises.

• Coordinates activities/functions/services with other DPR units and external suppliers; facilitates logistical requirements; works with and communicates needs to vendors; follows all procurement and purchasing policies and procedures.

• Prepares a wide variety of complex correspondence; uses software to enter data and perform computations; extracts and compiles data to prepare administrative reports; makes edits to ensure accurate documents.

• Provides backup support to administrative team members on payroll/Kronos, recruitment, and financial processes.

• Prepare and submit Recruitment Plans and enter job postings in NEOGOV; Schedule interviews; Assist supervisors with interview questions; ensure copies of interview questions and room setup, assist supervisor with the preparation of recommendations for hire, checklists, and submit to Human Resources. Track progress of posting or Recommendation for hire. Work closely with the staff of Recruitment, Health & Benefits, Risk Management, Classification and Compensation, Human Resources/Records, and Payroll.

• Process accurate time and attendance records/payroll on the automated time reporting system using Kronos software; prepare and distribute time and attendance reports to supervisors promptly; produce customized reports on employees' leave for supervisors and Division Chief. • Update Bi-Weekly Division Activity/Vacancy Report; Personnel Listing by Section; Update regularly Organization Chart.

• Process personnel action forms promptly; accurately prepare and process proper documents for new employees, Terminations, LWOP, LTD, Worker's Compensation, Disability Leave, FMLA, and Sick Leave Bank.

• Supervise Administrative Assistant IIIs, one seasonal Administrative Assistants. Establish and maintain administrative backup systems as needed. Serves as backup to other administrative staff.

• Serves as liaison to Health and Benefits with open enrollment, FMLA, Waiver of positions, assist with return to work duty physicals & disability claims.

• Fingerprint, answer phones; issue blanket numbers to staff; Prepare Performance & WOW awards, track monies spent & submit monthly Performance Awards Reports; update online employee directory; Assist staff with tuition assistance program in preparing forms to submit to Division Chief for approval. Attend Office Supervisor meetings & HR coordinator meetings.

• Assist in preparing and processing invoice payments; ensures that vendors have been paid.

• Serves as petty cash custodian for Division.

• Acts as the Division's purchase card approver.

• Reviews financial documents and verifies calculations and budget codes.

• Assist staff with obtaining blanket purchase order numbers to make purchases; create material requisitions and purchase orders to obtain a blanket number.

Minimum Qualifications

1.High school diploma or a Certificate of General Educational Development (GED).

2.Four (4) years of progressively responsible experience that includes at least two years in administrative and clerical support work.

3.An equivalent combination of education and experience may be substituted, which together total 4 years.

Supplemental Information

Classification/Specification- Administrative Supervisor, (1133)

This position may be subject to medical, drug, and alcohol testing

The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor.

Applicants with Disabilities under the Americans with Disabilities Act.

If you require accommodations or special arrangements due to a qualifying disability, please notify the Recruitment & Selections Services Unit at the time of applications at or301-454-1411(Maryland Relay 7-1-1)

M-NCPPC will make all efforts to reasonably accommodate you.