Administrative Services Supervisor

Inland Empire Utilities Agency
$133,985.28 - $163,248.28 Annually
medical insurance, dental insurance, life insurance, vision insurance, flexible benefit account, vacation time, paid holidays, sick time, retirement plan, pension
United States, California, Chino
6075 Kimball Avenue (Show on map)
Feb 13, 2025
THE POSITION: THE OPPORTUNITY: We're seeking a dynamic and forward-thinking Administrative Supervisor to join our team and play a pivotal role in centralizing and enhancing our administrative services function. If you're passionate about building strong teams, fostering a culture of collaboration, and driving operational excellence, this is the opportunity for you! As a leader in our Administrative Services Unit, you'll oversee a talented and high performing team of professionals while championing accountability, respect, and employee engagement. This role is tailor-made for you if: You're a natural leader who thrives on empowering teams to excel. You have a talent for organization and simplifying complex processes. You communicate with clarity and confidence, building strong partnerships across departments. You value a workplace where teamwork, mutual trust, and respect are the foundation of success. Join us and make an impact as you shape the future of the Administrative Services Unit. Bring your leadership, vision, and passion for excellence to a role that celebrates accountability, respect, and employee engagement. The Inland Empire Utilities Agency (IEUA/Agency) serves approximately 935,000 residents in western San Bernardino County and is proud of our reputation of promoting greater water supply reliability through significant contributions to a diverse regional water supply portfolio, including water from stormwater capture, recycling and reuse, and imported water supplies. The Agency continues to be fully committed to ensuring long-term success for the region by leading the way in water resource management, environmental sustainability, and providing essential sanitation services in a regionally planned and cost-effective manner while safeguarding public health and promoting economic development. Here are a few ways the Inland Empire Utilities Agency is committed to helping you feel your best, work your best, and live your best while working with us: A 4-day work week with remote hybrid work schedules for some positions A pension through California Public Employees' Retirement System (CalPERS) Generous employer monthly health benefit allowances to go towards the cost of medical, dental, and vision insurance Competitive vacation, floating holiday, sick time in addition to 12 agency paid holidays Education Reimbursement up to $5,250 per fiscal year Basic life insurance coverage provided Wellness Stipend of $500 per fiscal year 457b Deferred Compensation Contribution Interest free loan for a computer purchase up to $3,000 This position is open until filled. The deadline for the first review of applications is 11:59 PM on Wednesday, February 26, 2025. Applicants that submit applications after the first review deadline are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review deadline. There is one (1) vacancy in the Board & Administrative Services Department This recruitment is being conducted to fill one (1) vacancy and will establish an eligibility list which may be used to fill future vacancies as they occur during the active status of the eligibility list. Salary Range: SU 185 FLSA: Exempt Probationary Period: 12 months Under general direction, plans, organizes, schedules, supervises and reviews the work of administrative and analytical staff supporting various Agency various departments through the Administrative Services Unit; oversees the development, preparation and administration of the department budgets, initiatives, and capital improvement programs, prepares and assists in the preparation of budget documents, Board staff reports, policies, agreements and contracts; oversees the department's reporting compliance; supervises the department's use of information systems, including providing leadership on administrative processes, procedure, and applicable laws and ordinances; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS An Administrative Services Supervisor is responsible for supervising administrative and analytical staff engaged in professional and administrative support for the Agency's various departments and units. Incumbents are responsible for planning, coordinating and directing various analytical, business process improvement, technological, financial and administrative tasks required to support various departments. Assignments are broad in scope, requiring significant independent decision-making and impact on each department's success. Employees in this class report to the Manager of Administrative Services and supervise the work of analysts and administrative support staff. The Administrative Services Supervisor is distinguished from the Manager of Administrative Services in that an incumbent in the latter class has management responsibilities for the full Administrative Services Unit and has broader financial planning, recordkeeping, and administration duties. EXAMPLES OF ESSENTIAL FUNCTIONS: The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Plans, assigns, schedules, supervises and evaluates the work of assigned staff; with staff, develops, implements and monitors work plans to achieve assigned unit objectives; provides input to the annual budget; makes purchases and other expenditures in accordance with Agency procedures and monitors performance against the annual budget; participates in developing, implementing and evaluating plans, processes and procedures to achieve established goals and objectives in accordance with department standards; prepares and maintains a variety of records and reports. Interviews and participates in selecting new unit staff; supervises and evaluates staff performance; establishes performance requirements and personal development targets; regularly monitors performance and provides training, coaching and mentoring for performance improvement; recommends performance recognition when warranted; with management concurrence, implements the progressive discipline process to address performance deficiencies, in accordance with Agency human resources policies and labor contract agreements. Provides day-to-day leadership and works with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the department's and Agency's mission, objectives and values regarding teamwork, mutual trust and respect; applies best practices and quality assurance processes to assigned areas of responsibility; enforces the maintenance of safe working conditions and ensures safe work practices are followed by staff. Supervises, plans, prioritizes, assigns, inspects, and participates in the work of assigned staff responsible for providing complex professional and administrative support to Department and Unit Managers in the preparation of budgets, Board staff reports, presentations related to areas of responsibility, final contract documents, obtaining all necessary approvals, monitoring the review process to ensure a timely completion. Plans, organizes and supervises the administrative, analytical and administrative processes for the Agency; acts as liaison in coordinating matters between other departments and outside agencies; coordinates the hiring process and personnel actions; performs important member agency and public relations duties over the phone, in person and online; provides information and handles issues that may require sensitivity and use of tact and independent judgment; researches and provides documentation in response to Public Records Act requests for the department. Oversees and participates in the development and implementation of department-specific information systems and databases and reporting systems; validates proper usage including project scheduling, project reporting and provision of analytical data for the department; provides project management support for system enhancements and upgrades; may train consultants and staff on usage of department technology. Conducts or assigns management, project and program analyses relating to departmental projects issues and/or programs; identifies problems, determines analytical techniques and statistical and information-gathering processes, and obtains necessary information and data for analysis; analyzes or reviews staff analysis and makes recommendations; identifies areas to improve efficiency and effectiveness including changes in work flow, training, staffing and technological support; discusses/ presents findings with management; prepares reports of study conclusions including detailed presentations and documents for Executive Management and Board presentations; develops implementation plans and assists in implementing policies and procedures. Oversees the drafting of various department budgets and manages the capital improvement program budget, as assigned, including assisting in the development and monitoring of project budget documents, performing or reviewing research, complex analyses and projections and analyzing trends and expenditures; tracks expenditures against the budget and compiles and analyzes budget variance reports; oversees the processing of purchase requisitions, check requests and the preparation of invoices and billing; oversees and assists in generating complex data for grant reporting. With department management, provides complex professional and administrative support to Department and Unit Managers in the coordination, development and implementation of Department goals, objectives, policies and priorities for each assigned area; coordinates and assists in the development and preparation of programs, projects and reports relating to current and long-range goals of the Department. Through subordinate staff, provides complex professional and administrative support to Department and Unit Managers in the preparation of Requests for Proposals, Requests for Quotations and other contractor/consultant solicitations negotiates and monitors contracts; reviews requests for additional work and forwards recommendations to manager for approval; oversees invoicing, contractor pay estimates, change orders and approval for payment processes; analyzes and evaluates contractual problems, recommending administrative remedies on termination for default/cause, and termination for convenience; advises on legal procedures to implement such remedies. Organizes, maintains and updates confidential, specialized and technical files, documents and records including department performance evaluations, grant, regulatory and project-related reports; oversees the maintenance of the department document library including as-built, grant management and reporting documents and contracts; oversees electronic and physical filing systems; validates accuracy of technical and specialized documentation related to financial reporting and regulatory compliance. Directs or conducts research of new and emerging business trends, legislation and technologies applicable to the department; manages and participates in developing, evaluating and implementing new methodologies, standards, frameworks and tools; trains staff on emerging business practices, technology tools and regulations. QUALIFICATION GUIDELINES: EDUCATION, TRAINING, AND EXPERIENCE: Graduation from an accredited four-year college or university with a major in business, public administration, information science or a closely related field, and at least seven years of progressively responsible experience in performing administrative, operations, budgetary and similar analyses; or an equivalent combination of education, training and experience. Experience in a public agency is preferred. LICENSES; CERTIFICATES; SPECIAL REQUIREMENTS: None. KNOWLEDGE OF: Principles, practices, methods and concepts used in administrative processes, procedures, and applicable laws and ordinances. Practices, methods and techniques of supervising and monitoring administrative programs. Office administrative and management practices and procedures. Practices of capital project management, as assigned, budget development and administration. Principles, practices, methods and techniques used in public agency contracting and contract administration. Principles and practices of grant program administration. Advanced principles, practices and methods of financial and statistical analysis. Advanced usage of variety of software systems applicable to area of assignment. Agency policies, procedures and practices regarding area of assignment. Safety policies, practices, equipment and supplies applicable to the work. Applicable federal and state laws, rules and regulations [including OSHA rules and regulations if applicable]. Principles and practices of sound business communications. Agency practices and procedures for budgeting, purchasing and maintaining public records. Principles and practices of effective supervision. Agency human resources policies and labor contract provisions. ABILITY TO: Plan, supervise, assign, review and evaluate the work of staff engaged in professional administrative support of the various departments and the Agency's capital project management, as assigned. Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies. Organize, set priorities and exercise sound independent judgment within areas of responsibility. Communicate effectively, both orally and in writing. Understand, interpret, explain and apply applicable laws, codes and ordinances. Develop conceptual frameworks and apply sound technology and business management analysis as it relates to projects. Represent the Agency effectively in dealings with contractors, consultants and other agencies. Present proposals and recommendations clearly, logically and persuasively. Operate a computer, standard business software and a variety of specialized software applications. Use tact and diplomacy in dealing with sensitive and complex issues, situations and concerned people. Establish and maintain effective working relationships with all those encountered in the course of work. SELECTION PROCESS: All employment applications will be reviewed for accuracy, completion, relevant experience, education, training and other job-related qualifications. Applicants with the strongest background relating to the responsibilities of this position will be invited to participate in the testing process which may include one or more of the following: written test, oral interview, performance/practical examination. The successful candidate will be required to pass a background/reference check and pre-employment physical examination including a drug screen (for safety sensitive position) at no cost to the candidate. Please visit our website at www.ieua.org and select the Human Resources Department for additional information regarding the Agency, the hiring process and benefit information. Any applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at (909) 993-1640 or hrdept@ieua.org at least 72 hours in advance of the need for accommodation. THE PROVISIONS OF THIS ANNOUNCEMENT DO NOT CONSTITUTE A CONTRACT, EXPRESSED OR IMPLIED, AND ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE. "The Agency's success is obtained by creating a positive and diverse work environment which recognizes individual differences and experiences".