Salary
Hiring Rate: $33.95/hour, Grade 19, Exempt, Non-UnionStearns County Mission: Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All.
Stearns County Values: Professional | Approachable | Responsive | Collaborative | Fair & Equitable
Stearns County is an equal opportunity employer and does not discriminate on the basis of race, color, creed, religion, national origin, sex, age, marital status, public assistance status, veteran status, disability or sexual orientation.
It is important that your application show all the relevant education and experience you possess. Applications may be rejected if incomplete.
Hiring Rate: $70,608 - $84,310/annually
Stearns County derives strength from the diversity of its workforce and provides a welcoming environment where all are respected and valued. We are seeking an Office Services Supervisor with excellent communication and technology skills. In this pivotal role, you’ll provide high-level executive support, lead a dedicated administrative team, and help ensure smooth and efficient operations across the County. You will manage key systems and processes while coordinating board activities and major countywide initiatives. If you enjoy organizing complex information, improving processes, and making a meaningful impact behind the scenes, this position offers an opportunity to use your expertise to support effective local government and enhance service to our community.
Public service employees are provided a comprehensive benefit package, contributions to a public Pension Plan, and generous time off including paid Holidays, a paid time off plan, and flexible scheduling. See our Benefits Overview.
Continuous Posting: Applications will be reviewed based on the date the application was submitted. Initial application review will begin April 2nd.
Position Objective
This position provides professional executive level support using independent judgement in accordance with department and county policies, as well as detailed knowledge of County operations while taking a proactive approach to anticipate and meet the needs of the County Administrator and Assistant Administrator. This position supervises office support staff within the Administration department.
Essential Duties and Responsibilities
These examples do not include all possible responsibilities in this position and do not limit the assignment of related duties to this classification.
1. Provides executive-level administrative support, coordination, and information to the County Administrator and Assistant Administrator.
2. Responds to inquiries on behalf of the County Administrator, Assistant Administrator and County Commissioners.
3. Supervises team of staff who support departments and provide customer service across the County.
4. Evaluates, prioritizes, and coordinates requests for support team assistance and creates and maintains a schedule to ensure adequate staffing levels and timely completion of projects county-wide; assigns work in an equitable manner.
5. Maintains office file systems, including document electronic scanning and archiving for department. Compiles and maintains databases, including those for cost allocation, training, and board and committee reports. Develops departmental forms, processes, and schedules.
6. Tracks County-wide employee changes and drafts updates for County intranet site.
7. Serves as point of contact for County’s data request software system.
8. Coordinates meeting schedules and conference arrangements for the Administrator, Assistant Administrator and the County Board of Commissioners.
9. Assists with preparation of and monitors departmental budget including managing department purchase cards; responsible for making purchases, managing and maintaining credit card records and receipts, and reconciling bank statements.
10. Assists Risk Manager with administrative tasks as needed.
11. Assists with the coordination and preparation of the County Board of Commissioners agenda using an electronic management system for County Board meetings. Collaborates with department designees on board agenda items to ensure consistency and completeness of agenda submissions. Ensures meetings are conducted in accordance with public meeting laws for compliance.
12. Facilitates recruitment on behalf of the County Board for members to serve on appointed Boards and Commissions. Manages Board and Committee rosters.
13. Maintains County grant accounts for state and federal systems.
14. Coordinates special events for County Administration.
15. Attends work in a regular and timely manner.
16. Performs other duties as assigned or apparent.
Minimum Qualifications
In order to be considered for this position, applicants must possess the following:
- High School graduate or equivalent
- Two years of post-secondary formal education (degree in business, management, clerical support, or similar field is preferred) and five years of progressively related experience OR nine years of progressively related experience
- Experience using Microsoft Office applications
- Valid Minnesota Driver’s License or ability to obtain within 30 days of employment.
- Reliable means of transportation to travel to multiple locations around Stearns County some of which may not be accessible by public transportation
Preferred Experience Beyond Minimum Qualifications:
- Experience supervising office support staff in a professional office setting
Desirable Knowledge, Skills and Abilities
1. Knowledge of supervisory principles, leadership techniques, and best practices.
2. Knowledge of principles of office management, including effective conflict resolution strategies.
3. Knowledge of County and department office practices and procedures.
4. Ability to work independently and collaboratively within a team environment.
5. Ability to pay close attention to detail with a commitment to producing accurate and high-quality work.
6. Ability to organize, prioritize, and manage work efficiently to meet deadlines.
7. Ability to make decisions in accordance with policies and procedures.
8. Ability to establish and maintain effective working relationships with employees, County Officials, external partners, and the general public.
9. Ability to take initiative and proactive action to address issues or improve processes.
10. Ability to develop work objectives and action plans while paying attention to detail.
11. Ability to present ideas and information clearly and concisely.
12. Ability to effectively communicate verbally and in writing.
Accountabilities Shared By All Employees
1.Consistently performs job responsibilities with a positive attitude and in a manner consistent with the County’s mission and values.
2. Develops and maintains a respectful and collaborative professional relationship with all County employees and the public we serve.
3. Values and respects the diversity each employee brings to the organization.
4. Develops and maintains knowledge and understanding of all department and County-wide policies, protocols and procedures that apply to the performance of this position.
5. Complies with all rules and policies to maintain a safe work environment.
Accountabilities Shared By Managers and Supervisors
1. Demonstrates, by personal example, the integrity, ethics and excellence in work performance which is expected from all employees.
2. Promotes a coaching culture through frequent feedback, meeting with employees in a one-to-one setting in efforts to build trust, engagement and team collaboration in line with organizational goals.
3. Provides a leadership role in employees’ professional growth and development.
4. Participates in decisions related to the selection, promotion, transfer, and the effective performance management of assigned employees.
5. Onboards employees to County policies and procedures and clearly communicates primary responsibilities and expected performance outcomes so individuals may proceed with certainty in their respective positions.
6. Administers County policies and Labor contracts and documents and reports all incidents and actions taken as a member of the supervisory/management team to the appropriate chain of command and/or Human Resources.
Work Environment and Physical Demands
The primary responsibilities for this position will be performed approximately 100% of the time indoors. May require minimal travel to off-site locations and minimal attendance at evening meetings. Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort. All employees are required to reside within the state of Minnesota.
Extent of Supervision or Guidance Provided
Work is performed under the general supervision of the County Administrator while directly reporting to the Assistant County Administrator.
Supervision of Others
This position supervises the Central Resources Public Service Representative Staff.
Responsibility for Public Contact
Moderate.
Hours of Work
This position has a normal work schedule of 8:00 a.m. to 4:30 p.m.; may include some hours outside of normal work hours on occasion.
Interview Date
If you are selected to be interviewed for this position, interviews will be held on a date to be determined. Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience.
Benefits
To view Stearns County benefits go to: Stearns County Benefits Page
If you require special accommodations to participate in the Stearns County hiring process, please contact us at 320-656-3606.