Steele County
Job Description
Job Title: Office Support Supervisor
Department: Human Services
Immediate Supervisor: Director of Human Services
FLSA Status: Exempt
Union: N/A
Job Summary
Under general supervision from the Director of Human Services, the Office Support Supervisor is responsible for overseeing the operations, performance and personnel engaged in office support work. Develops and maintains a service-oriented approach and creatively supports the quality initiatives of the department, county and community. They will balance supervisory tasks and difficult administrative work that may consist of prioritizing and assigning tasks, ordering supplies and keeping inventory, coordinating with vendors, and assisting in the budgeting process. Collaboration with other supervisors to support business needs. This position will work autonomously in many situations.
Essential Duties and Responsibilities
- Plans, supervises, evaluates and directs overall operations and work activities of the department both strategically and on a day-to-day basis.
- Collaborates with leadership team to develop and implement department policies and procedures.
- Oversees staff activities.
- Provides support and consultation to staff.
- Leads staff meetings.
- Fills in as needed in the absence of staff.
- Works with Human Resources to supervise and direct personnel functions of the department, including recruiting, training, and performance management.
- Supports healthy work culture by encouraging continuous improvement of staff
- Performs staff evaluations; disciplinary actions; and addresses complaints and problems.
- Issues performance improvement plan or discipline when staff is underperforming.
- Provides executive assistance to the Director of Human Services.
- Coordinates department continuity plan for disaster or other emergency disruptions to operations.
- Coordinates mandatory trainings requirements for Human Services Department and works with state or external staff to establish or make changes to employee training records.
- Facilities scheduling and logistics for administrative meetings and documents discussion.
- Trains employees on policies, procedures, computer systems, and other office equipment as needed. Communicate with staff and informs them of changes to policies and procedures.
- Serves as the security liaison for the state and court computer systems, administers related security access, facilitates strategic and informed decisions about technology investments, manages key communication channels, and provides planning and policy input.
- Coordinates the resolution of problems and challenges and assists in finding and implementing solutions. Makes recommendations to management.
- Develops and maintains databases and spreadsheets. Performs data entry, data maintenance, and the integrity of various data systems. Maintains records, responds to records requests, performs data retention functions.
- Operates, troubleshoots, and provides technical support to Human Services employees on system software. Advises and assists program supervisors and/or coordinators to improve workflow and system updates. Research and recommend new software programs as needed.
- Coordinates mandatory trainings requirements for Human Services Department and works with state or external staff to establish or make changes to employee training records.
- Sets financial objectives and priorities with assistance from the Director to prioritize, measure, and evaluate budget goals.
- Participates in annual budget process and provides suggestions.
- Monitors program area revenues and expenditures.
- Responsible for ensuring that all office equipment, furniture, etc is properly maintained.
- Orders office supplies, maintains inventory and periodically compares vendors for pricing and contracted rates.
- Works with accounting staff to develop short and long range financial outlooks for the department.
- Engages in professional development and training; networks with other departments, agencies and organizations to expand knowledge of services and coordination.
- Performs other duties of a comparable level or type, as required.
- Keeps abreast of changing legislation, trends, policies, and developments in areas of responsibility.
Attends various state, regional and local training sessions.
-
Minimum Qualifications
· Associate’s Degree in business administration, office management, or related field. Bachelor’s Degree preferred.
· Two years related experience to the duties listed above.
OR an equivalent combination of education and experience
· Valid Driver’s License
· Ability to pass a background check
Essential Knowledge
· Knowledge of standard office practices, procedures and techniques.
· Knowledge of organizational priorities and strategy.
· Knowledge of Federal, State and local welfare policies and programs, and the laws on which they are based.
· Fundamental knowledge of community resources.
· Knowledge of business continuity planning principles.
· Knowledge of computer hardware, technology, programs/software, and systems generally used in an office environment and specific to the department's operations.
· Knowledge of public meeting requirements.
· Knowledge of local government organizations and county operations to facilitate work and interactions across functions.
· Knowledge of the safety requirements and expectations applicable to the worksite.
Essential Skills
· Oral, written and interpersonal communications.
· Establishing and maintaining effective working relationships and rapport with employees, clients, supervisors, department heads, officials, and the public.
· Skill in developing and utilizing detailed project work plans.
· Skilled in applications, use and care of modern office techniques, machines, equipment, and practices.
· Skill in analytical thinking and problem-solving.
· Ability to perform routine clerical work, establish and maintain records and files, and work efficiently and accurately in an atmosphere of frequent interruptions.
· Ability to manage multiple projects by prioritizing work based on organizational and departmental needs and responsibilities concurrently.
· Ability to facilitate meetings with staff from a variety of disciplines.
· Ability to plan, prioritize and supervisor work of subordinates.
· Ability to prepare and process correspondence, materials and minutes.
· Ability to work independently with limited direct supervision and maintain confidentiality.
Physical Job Requirements (Percentage of Time)
Category: Light work
Exerting up to 25 pounds of force occasionally and/or up to 10 pounds of force frequently to lift, carry, push, pull or otherwise move objects in the performance of the job.
· Stand: occasionally (1-33%)
· Walk: occasionally (1-33%)
· Sit: frequently (34-66%)
· Use of hands: frequently (34-66%)
· Reach with hands & arms: frequently (34-66%)
· Stoop, kneel, crouch or crawl: occasionally (1-33%)
· Talk or hear: continuously (66-100%)
· Taste or smell: never
· Lift & carry: up to 10 pounds frequently (34-66%), up to 25 pounds occasionally (1-33%)
Working Conditions
Employee works primarily in an indoor office setting and is exposed to minimal adverse or hazardous physical conditions. Employees are exposed to some disagreeable, hostile, uncooperative and/or angry clients or members of the public that can make the job less than desirable. Potential hazards and risks can be minimized through departmental procedures, training, and general county risk management techniques employed by the County.
This description is intended to describe the kinds of tasks and levels of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
About Steele County Human Services
The Minnesota Prairie County Alliance (MNPrairie) is a collaborative human services agency formed in 2014 by Dodge, Steele, and Waseca counties to deliver essential services through a shared structure. Steele County has made the decision to transition out of the collaborative and establish an independent county human services department. Planning and activities for this separation are underway, with the new department scheduled to launch on January 1, 2027. This change reflects Steele County’s commitment to local service delivery and meeting the unique needs of its residents.
