What Success Looks Like In This Job
The Supervisor, Business Operations Support position provides high-level project coordination, division level administrative support, and supervises business support roles in the EH division. This broad role performs and leads complex administrative work for the EH division and supports departmental initiatives in coordination with agency operations personnel.
This position directly assists division management in the design and implementation of internal systems and processes to ensure efficient, effective division operations and achievement of division goals and objectives. As a supervisor, this role coordinates staff training, assigns and reviews work, and coaches employee performance and behavior.
LEARNING RESPONSIBILITY:
- Must commit to a learning mindset and continuous improvement regarding the practice of diversity, equity, and inclusion in all aspects of work within Adams County and The Department of Public Health including management style, work style, training, communication, and evaluation.
Examples of Duties for Success
Administrative Services
- Develops and maintains proficient knowledge of key, program specific operations, objectives, and deliverables to provide helpful, accurate and direct assistance to internal stakeholders and customers via phone or in person. Appropriately routes inquiries to subject matter expert’s (SME’s) to provide more accurate answers, if necessary.
- Develops and maintains policies and procedures that support Division financial operations and Business Support functions.
- Establishes and maintains, processes, and standard operating procedures for Business Support duties.
- Maintains advanced skills with Microsoft Office Suite to efficiently and effectively design, edit or revise documents, spreadsheets, presentations, or published documents.
- Uses database experience to learn, adapt, and effectively work with different database systems. Uses critical thinking skills to ensure data quality and accuracy and assists with development and implementation of data quality improvement strategies.
- Collates and analyzes data for program, division, agency and grant reporting needs.
- Demonstrates advanced skills using Excel and other computer programs to generate accurate, representative reports, charts, and graphs that demonstrate program-specific metrics.
- Maintains high level of organization for all types of files and documents, whether paper-based or digital.
- Performs other duties as assigned
Division Operations and Project Coordination- Leads and coordinates administrative tasks and projects with the utmost attention to detail and deadlines. Examples may include division budgeting, invoicing and fee analysis.
- Manages the development and continuous process improvement of the division budget for Director review and approval. May review and approve certain expenditures for the division.
- Provides division support as necessary for continuous process/quality improvement and use of key performance indicators (KPIs).
- Provides administrative and operational support to EH management which may include scheduling, coordinating, and attending routine meetings with internal and external stakeholders and vendors and projects that are confidential in nature.
- Coordinates with Agency operations team members with respect to office/building/agency initiatives and/or directives to support implementation.
- Utilizing project management and other departmental tools, plans and executes special projects, events, and meetings. Takes initiative to proactively manage time frames and deadlines.
- Provides support in program status/mini meetings as necessary and actively participates on program, division and agency committees as requested.
- Effectively performs the technical duties of Business Support staff.
- Easily adapts and quickly learns new projects, grants, programs, and policies.
- Performs other duties as assigned
Leadership and Staff Supervision - Serves as a SME for the Business support team and defines standards of practice for Business Support role in coordination with Manager/Director.
- Models collaborative leadership and builds teamwork and a culture of excellence and quality improvement within the Business Support team and Program.
- Develops and maintains effective working relationships with other employees, representatives of other agencies and organizations, and members of the community.
- Develops a competent business support workforce through assessment, training, coaching, and goal setting.. Recognizes excellence, coaches, and motivates to improve employee engagement, performance and behaviors. Documents and administers progressive discipline in collaboration with Manager.
- Participates in candidate interviews as requested.
Emergency Preparedness Duties- Employee responds, as required, to support public health emergencies ,incidents and events. Employee participates in all exercises and drills on emergency preparedness, as required. Completes trainings identified as appropriate for this level employee.
Additional Duties- Participates in various committees and boards related to program activities and responsibilities. Performs community outreach.
- Performs other duties as assigned and required.
HIPAA STATEMENTMaintain sensitive & confidential client information according to the HIPAA policy.
Supervisory Responsibilities:- Supervision Received: Manager
- Supervision Exercised: Supervises Business Support team members. May take on additional positions as necessary.
Qualifications for Success
Knowledge of:
- Office administration/management functions including customer service, accounting, and records management.
- Standard accounting procedures and principles including expense reconciliation, account coding, and accounts receivable.
- Advanced operation of personal computers, related equipment, and software including word processing, spreadsheets, and databases. Shall be proficient in Microsoft Word, Excel, Sequel, Outlook, PowerPoint, and Adobe.
- Supervisory techniques and methods.
Ability to:
- Supervise and mentor staff in a productive and positive manner.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Follow complex verbal and written instructions and to communicate effectively verbally and in writing.
- Organize and prioritize work without direction from the supervisor.
- Interpret and apply a variety of complex organizational policies and procedures.
- Perform word processing and data entry work at high level of skill to accurately complete a relatively heavy workload in a timely manner.
- Exercise initiative and sound judgment and apply appropriate decision-making within scope of work procedures.
EQUIPMENT USED
Must demonstrate proficiency skills in computer use including internet, email, and Microsoft Office Suite. Must be able to learn and become proficient with equipment and software programs as required to perform assigned duties effectively and efficiently.
More Qualifications for Success
Education: Bachelor’s degree, business management, business administration, finance, accounting, project management, public health or environmental health or similar is required.
Experience: Five years’ previous experience in an administrative or operational support role is required. Previous training or supervisor experience is preferred. Previous experience in public health and/or supervisory experience may be considered in-lieu of education requirements.
Professional Qualifications: Must demonstrate accuracy in data entry and proficiency in Microsoft Office Suite software platforms.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
This role remains in a semi-stationary position, often sitting or standing for prolonged periods of time. Occasionally, this role will move about to accomplish tasks by walking or traveling from one department to another, or by traveling from one worksite to another. This position’s physical demands are assessed to be light work that includes moving objects up to 50 pounds.
Adams County and the 17th Judicial District Attorney's Office complies with Colorado’s Job Application Fairness Act (“JAFA”). JAFA prohibits employers from asking individuals to disclose their age, date of birth, or dates of school attendance or graduation on an initial employment application. However, additional application materials such as certifications and transcripts containing this information may be required for certain positions; if such additional materials are requested, applicants may redact information that identifies the applicant’s age, date of birth, or dates or attendance or graduation.
