Colorado Judicial Branch
Administrative Office Supervisor
Job Title
Administrative Office Supervisor
Job Code
R41805
Job Series
Trial Courts/ Probation
FLSA Status
Exempt
OCC Group
Professional Services (PS)
Signature of the State Court Administrator approval available on file in the Human Resources Division.
General Statement Of Duties
Summary of Job Classification:
Provides supervision and participates in the administrative functions for a District or Probation Department, such as financial transactions and budget administration, human resources, payroll/timekeeping, purchasing and contracts, coordination of special events, and similar functions. Assigns and oversees the work of support positions.
Distinguishing Factors
Human Collaboration:
Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contacts may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas. Interactions have limited impact.
Freedom to Act & Impact of Actions:
Receives General Direction
Employee normally perform the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically. Impact of actions are moderate.
Knowledge & Skills:
Advanced: Work requires advanced skills and advanced & extensive knowledge of work. Incumbent can handle complex tasks and translate complex nuances related to aspects of the job. Recognized by others within organization for technical depth of knowledge. Likely impact on organization is standard.
Fiscal Responsibility:
May be responsible for the billing, collection and/or accounting of funds. May be responsible for the handling and balancing of cash.
Essential Functions Of the Position
To perform this job successfully, an individual must be able to perform each essential function listed below satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency and percentage of time may vary based on assignment.
Provides supervision and assists in the oversite of the administrative office. Assigns and oversees staff daily tasks, ensuring work products meet established standards. Designs, implements, and revises processes, procedures, and policies based upon requirement and needs.
Assists with establishing performance goals for each staff member. Monitors, coaches, and evaluates performance. Address and resolves personnel concerns and complaints. Ensures all staff members adhere to the Code of Conduct.
Onboards new employees, facilitating orientation. Organizes and facilitates team meetings to share updates, identify potential risks, and help solve problems. Encourages productive and positive morale across the team.
Manages the Human Resources functions for the department or division including but not limited to: employee file management, payroll processing including balancing leave accruals, contract administration, benefit liaison, recruitment functions, performance appraisal distribution and collection.
Serves as a liaison for internal and external organizations regarding District operations.
Assist employees with questions regarding benefits, FML, pay, leave, and/or other administrative rules, policy or regulations.
Provides administrative support across various functions, including purchasing, vendor management, initiating maintenance requests, covering the front desk, notarizing documents, and participating in special projects.
Attends and participates in various internal and external committee meetings, trainings, and conferences. Collects and collates knowledge, best practices, and other resources to help educate staff. Contributes to leadership training and development efforts.
Leads recruiting activity. Screens resumes and assesses candidates. Facilitates in the interview process and serves as the lead point of contact for candidates throughout the selection process. Conducts pre-employment reference checks.
Performs other duties as assigned.
Supervisor Responsibilities
Work requires supervising and monitoring performance for a regular group of employees (1 or more full-time employees) including providing input on hiring/disciplinary actions and work objectives/ effectiveness, performance evaluations, and realigning work as needed. The work performed by majority of employees is semi complex.
Minimum Education
Education and Experience Equivalency:
High school diploma or G.E.D.
OR
Additional work experience in these or other related fields may be substituted on a year for year basis for the required formal education.
Work Related Experience:
3 to 5 years of experience in an administrative field.
Licenses and Certifications:
None.
Physical Demands
Physical Effort Requirements:
Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally.
Work Environment
Work Environment:
Good-Relatively free from unpleasant environmental conditions and/or hazards.
Work Location:
Office or similar indoor environment; outdoor environment; confined space.
Exposures:
Individuals who are hostile or irate; individuals with known violent backgrounds; individuals who are under the influence of a controlled substance; communicable diseases.