Administrative Supervisor

Summary Statement The Arizona Department of Public Safety is seeking professionals to serve as Administrative Supervisors who supervise the operation of a small segment of the Department and perform such functions as supervision of professional/analytical and clerical personnel; administration of daily operations of the work unit; performance of independent research studies as well as participation in group research studies; analyzing and recommending changes to the work unit policies, procedures and practices.
Performs related duties as assigned.
This is a competitive classification.
.
This recruitment will be used to establish an 18-month eligibility list to fill current and future vacancies in the Phoenix area.
Must successfully complete the examination process.
Training & Experience Supplemental Questionnaire (top candidates to QAB) Qualifications Appraisal Board (QAB) 100% weighted If you have a disability which may require an accommodation, please notify Human Resources in writing prior to the test date.
Essential Functions (not intended to be all inclusive) Performs the supervisory function of the work unit, which includes interviewing prospective employees; providing and/or recommending training; coordinating, scheduling and assigning work product; establishing performance measures, goals, objectives and priorities; evaluating work performance; providing feedback, direction and guidance; keeping personnel abreast of new or revised information; answering questions; and recommending and/or implementing personnel actions.
Coordinates and monitors programs and projects for assigned work unit to establish goals and objectives, track effectiveness and ensure compliance with applicable state and federal laws, Department General Orders and policies and procedures.
Recommends changes and improvements to management regarding work unit policies and issues to improve productivity.
Develops and updates policies and procedures for assigned work unit to outline employee responsibilities and correct actions to be followed.
Manages daily design, direction and coordination of operations, services and programs specific to assigned work unit.
Serves in the absence of the section manager.
Gathers and summarizes data; prepares informational reports to provide accurate and varied information.
Analyzes information to draw valid conclusions in support of decision-making, recommendations and/or program or project initiation.
Coordinates and reviews work progress and final product of research, staff studies and projects to develop management information reports and to improve programs.
Reviews and analyzes files and documents to ensure completeness and accuracy and compliance with Department standards.
Prepares and distributes written communications (e.
g.
, bulletins, newsletters, etc.
) to inform and update employees of new or revised information.
Composes correspondence on a variety of subjects.
Tracks time-sensitive events to meet deadlines.
Designs, participates in and conducts research projects and staff studies to define problems, provide information, set objectives, determine the efficiency of programs and ascertain whether improvements are needed.
Participates in the setting of long-range plans for the Department.
Prepares various forms to provide information, initiate a specific action or to make a request.
Analyzes and reviews rules and regulations applicable to assigned work unit to ensure compliance with state and federal statues; interprets for Department personnel.
Attends meetings and conferences to obtain or disseminate information regarding assigned work unit issues and programs.
Serves as a liaison between the Department and other agencies and associations to investigate and resolve problems and facilitate the proper flow of information.
Conducts briefings to management or to others to report information and answer questions regarding assignments.
Represents the Department and/or State of Arizona at public hearings, meetings or on committees or task forces to present and exchange information or support the Department's interests.
Makes projections and recommendations for budget specific items by analyzing budget information to assist management in developing planning strategies and efficient use of funds.
Monitors and reconciles various records and activities (e.
g.
, expenditures, balances, etc.
) to ensure compliance with various standards and funds availability.
Directs the procurement of services, supplies and equipment to support Department functions.
Remains current on job-specific procedures through training courses, professional organizations, books and magazines.
Knowledge, Skills, and Abilities Required Knowledge of: business English, spelling, grammar and punctuation required to produce and review complex written documents.
report writing required to produce analytical and technical reports in an appropriate format.
principles and practices of administration with reference to planning, organizing and directing a comprehensive administrative service.
the principles and methods of supervision and training.
team concepts (e.
g.
, team building, leadership, participation and group problem solving techniques).
basic accounting principles required to reconcile and balance financial records.
budget policies and procedures required to develop and administer a budget.
statistical and advanced mathematical procedures.
records management systems (both computerized and manual files).
Skill in: computer software programs.
the use of computer keyboard devices.
Ability to: compile, calculate, correlate, integrate, analyze and present budgetary, financial, and statistical data.
direct and manage a multi-disciplined staff.
effectively communicate both orally and in writing at all levels.
read, comprehend and interpret complex written materials.
draft and compose written materials having high organizational impact; and/or documents of moderate to complex difficulty.
speak before groups to provide information or explain Departmental policies, procedures, and programs.
plan, coordinate and organize meetings, conferences, seminars and events for groups.
establish and maintain effective working relationships with those contacted in the course of assignment.
review, proofread, edit and verify written materials for accuracy in content of information, grammar, calculation, coding and adherence to policies and procedures.
exercise good judgement in safeguarding confidential or sensitive information.
organize, prioritize and perform multiple tasks to complete job functions in an orderly, efficient manner.
independently make decisions and take appropriate action to administer programs.
work within stringent deadlines to complete projects and assignments.
identify problems and analyze alternatives to develop viable recommendations for projects and assignments.
calculate solutions to mathematical problems involving addition, subtraction, multiplication and division.
research techniques required for accurately completing research and staff studies.
develop, monitor and manage a budget to ensure expenditures remain within allocated funding.
Minimum Qualifications Requires three (3) years of satisfactory experience as an Administrative Services Officer with the Arizona Department of Public Safety; OR any combination of professional analytical experience and related education from an accredited college or university to total six (6) years.
NOTE: One (1) year of work experience is equivalent to thirty (30) semester hours of course work from an accredited college or university.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS: Office setting.
Progression to the next step requires an overall performance rating of at least "Standard" in the last 12 months.
Must successfully complete the examination process.
FLSA Status: Non-Exempt