Administrative Services Supervisor jobs in Virginia

JOB DESCRIPTION

ADMINISTRATIVE SERVICES SUPERVISOR
WATERWORKS Human Resources Department

700 Town Center Drive, Suite 200
Newport News, VA 23606

Phone: (757) 926-1800

Fax: (757) 926-1825
NEWPORT NEWS, VA

CITY OF OPPORTUNITY

GENERAL STATEMENT OF RESPONSIBILITIES

Under general supervision, this position is responsible for coordinating and supervising the
administrative services of the department to include human resources, payroll, and public information
functions. Reports to the Administrator of Strategic Management Services.

ESSENTIAL JOB FUNCTIONS

Responsible for facilitating, developing, administering and communicating departmental Human
Resources programs to meet overall department needs and objectives. Maintains compliance with
federal, state and local regulations and internal policies, promotes cost effectiveness and programs to
attract, develop and retain a highly qualified, motivated and effective workforce. Program oversight
includes, but is not limited to, employee training, career development and succession planning, and
recruitment and retention efforts. May conduct research in areas of assigned responsibilities and
provide reports and recommendations to department management team.

Responsible for coordinating, reviewing, and providing guidance on personnel activities to ensure
appropriate application and documentation; advises and assists management and employees on
approaches, interpretations, and applications of policies and procedures; communicates with and
trains departmental staff in Human Resources policies, procedures, and practices.

Oversees planning, organization and implementation of the department’s public outreach program for
businesses, education institutions, and customer base. This includes regular and periodic telephone
communication with the business community, as well as oversight of classroom presentations,
community outreach events, social media posts, and serves as public point of contact for requesting
tours of the department’s facilities.

Responsible and accountable for effective supervision and administration of the branch including
budget preparation and monitoring, purchasing and financial transactions, staff organization and
development, performance management, employee relations, and prioritizing and assigning work.
Responsible for the management of records for the department, to include records retention, FOIA
requests, content management, and other related items.

Performs other duties as assigned.

PERFORMANCE STANDARD

Employees at all levels are expected to effectively work together to meet the needs of the community
and the organization through work behaviors demonstrating the City’s Values. Employees are also
expected to lead by example and demonstrate the highest level of ethics.

Page 1 of 3 Revised: 01/01/2021

REQUIRED KNOWLEDGE


Human Resources – Knowledge of human resources and modern business principles, theories and
practices to include FLSA, FMLA, ADA and related laws and regulations. General knowledge of
organizational development including training principles and practices. Knowledge of
recruitment, selection, and utilization of an enterprise resource planning (ERP) system. 

Supervision - Knowledge of leadership techniques, principles and procedures to assign work,
schedule, supervise, train, and evaluate the work of assigned staff. 

Payroll – Knowledge of payroll practices to ensure accuracy and appropriateness of all transactions,
to include compliance with policies and operational requirements. 

Education and Training – Knowledge of the principles, techniques and methods of adult education
and training to include methods for developing training outlines and employee development
programs. Knowledge of group dynamics and team building as applied to group training.

REQUIRED SKILLS


Computer Skills – Utilizes a personal computer with word processing, spreadsheet, and related
software to effectively complete a variety of administrative tasks with reasonable speed and
accuracy. 

Critical Thinking – Using logic and reasoning to understand, analyze, and evaluate complex
situation and research information to identify the strengths and weaknesses of alternative solutions,
conclusions or approaches to the situation. 

Interpersonal Relationships – Develops and maintains cooperative and professional relationships
with employees and all levels of management to include representatives from other departments
and organizations.

REQUIRED ABILITIES


Coordination of Work – Ability to establish and implement effective administrative programs and
procedures. Ability to plan and organize daily work routine. Establishes priorities for the
completion of work in accordance with sound time-management methodology. Performs a broad
range of supervisory responsibilities over others. 

Communication – Excellent ability to communicate complex ideas and proposals effectively so
others will understand to include preparation of reports, agendas, and policies. Excellent ability to
listen and understand information and ideas presented verbally and in writing. Ability to handle a
variety of human resources issues with tact and diplomacy and in a confidential manner. 

Financial Management – Ability to perform arithmetic, algebraic, and statistical applications to
perform purchasing and financial transactions. Ability to employ economic and accounting
principles and practices in the analysis and reporting of budgeting data.

EDUCATION AND EXPERIENCE

Requires a Bachelor’s Degree in Public Administration, Business Administration, Human Resources,
or a related field and 5-7 years of related experience with 1-2 years of supervisory or management
experience, or an equivalent combination of education and experience.

Page 2 of 3 Revised: 01/01/2021

ADDITIONAL REQUIREMENTS

Requires an acceptable general background check to include a local and state criminal history check
and a valid driver’s license with an acceptable driving record.

PHYSICAL REQUIREMENTS 

Requires the ability to exert light physical effort in sedentary to light work. 

Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10
pounds). 

Tasks may involve extended periods of time at keyboard or work station.

SENSORY REQUIREMENTS 

Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. 

Some tasks require the ability to communicate orally.

ENVIRONMENTAL EXPOSURES

Essential functions are regularly performed without exposure to adverse environmental conditions.

Page 3 of 3 Revised: 01/01/2021