Office Supervisor

Job Description:

Office Supervisor

Description

Job Summary

Join us in making a difference: We're looking for a passionate individual to join our amazing public health team!

Mohave County Public Health- Environmental Health Division is looking to hire an Office Supervisor, based in Kingman, AZ .

Our Vision
Healthy People in Healthy Communities

Our Mission
The Mohave County Department of Public Health's mission is to promote, protect, and improve the health of our communities.

Ready to maximize your earning potential and have that work life balance? Apply today!

Office Supervisor -> Starting Salary, $23.26/hr.

• Work Monday - Friday, 8:00am to 5:00pm.
  
• Weekends and Holidays Off.
  
• Travel to the satellite offices of Bullhead City and Lake Havasu City will be required at least once (each) per month (county vehicle provided).
  
• Some travel may be required to attend specialized training, no more than once per year.
  
• The position may have infrequent and informal public speaking assignments.

Director's Message

This Office Supervisor will oversee the division’s day-to-day administrative operations and directly supervise the Permit Technicians in the Kingman, Bullhead City, and Lake Havasu City offices. The individual in this position will work closely with other Public Health divisions, county and city departments, and local and state agencies.

Public health plays a critical role in promoting and protecting health in every community. At the Mohave County Department of Public Health, we have dedicated staff who strive to be the best in their respective field and are eager to provide the highest quality of service to our clients. Please share your thoughts on how we can improve and where our staff met or exceeded your expectations. We are proud to serve all who live in, or visit, Mohave County.

Essential Job Functions

• Supervises, coordinates, directs and participates in the activities of assigned department.

• Supervises, coordinates and performs a variety of administrative staff work such as: scheduling; maintaining records; reviewing departmental records to ensure compliance to regulations and procedures; assisting in the development and implementation of new or revised procedures; policies and training methods for department; responding to requests for information or services; performing related administrative, planning and research activities; and preparing correspondence, reports, statistical information and may prepare budget materials for budget development and planning.
• Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments and revisions as directed; prepares purchase orders and supply requisitions; may monitor receipt of materials and invoices; processes travel claims; oversees financial records.
• Determines best course of action in the completion of assignments in department including setting priorities.
• Serves as clerk and maintains official files of minutes, agendas and resolutions of Mohave County commissions and committees supported by the Department; prepares and distributes notices, agendas and supplementary materials, schedules facilities and audio-visual equipment, prepares transcribed minutes and follow-up actions, and video or audio recordings of meetings.
• Creates and processes letters, newsletters, e-mails, and other documents independently for the department head; provides effective oral and written communication, and maintains relationships with office staff serving the Board of Supervisors, the Clerk of the Board of Supervisors, members of the County commissions and committees supported by the department, other county offices, outside agencies, the public, and the news media; assists in preparing news releases and communication bulletins regarding department activities; edits letters, performance reports, newsletters and any related publications for the department.
• Instructs personnel on County and departmental personnel rules, policies, and procedures; serves as departmental liaison to County human resources; maintains strict confidentiality of personnel information processed as part of regular departmental business.
• Completes performance evaluations; may make hiring recommendations; recommends disciplinary actions; approves vacations and time off; prepares work schedules and assignments; supervises the activities of assigned personnel; audits files and monitors reports and recordkeeping activities filed by assigned personnel for completeness, accuracy, and adherence to and ensuring compliance to policies, procedures, rules and regulations of department; instructs personnel on departmental policies, procedures and techniques; and provides training.
• Assists and instructs assigned personnel in the resolution of difficult problems and situations.
• Assists general public in the resolution of difficult problems and situations.
• Assists in and coordinates activities and programs with other county departments.
• Prepares, complete, accurate and timely reports, records and logs.
• May perform any duties and responsibilities of department as required.
• Communicates and acts in a professional manner with the public, co-workers, and work contacts.
• Create and maintain a supportive work environment with other departments and community programs, Public Health divisions, and Public Health leadership on accreditation domain while maintaining a culture of quality improvement.
• Apply basic principles, practices, techniques, teaching, and communication methods related to the age, gender, race/ethnicity, educational level and socioeconomic status of community members.
• Communicate and act in a culturally competent and professional manner maintaining cooperative relationships with community members, co-workers, and work contacts.
• Manages division schedule/calendar to ensure required coverage, processes time off requests.
• Prepares and processes travel and expense reports and claims.
• Supervision and development of administrative staff including training/mentoring, performance reviews, coaching/counseling, and disciplinary action.
• Inventories and maintains equipment and supplies, processes orders.
• Prepares and distributes a variety of reports including financial, inspection activity, and motor vehicle.
• Prepares and coordinates onboarding for all new staff.
• Prepares and reconciles financial accounts.
• Provides front desk coverage as needed.
• Produces training/educational material and presentations.
• Assist in the maintenance of the division’s policy and procedure manual.
• Special projects will include participation in activities related to food code adoption, industry/community outreach and engagement, strategic planning, and risk factor analysis.
• Maintains a high degree of confidentiality.
• This division serves as a delegated regulatory authority, it is essential to be able to read and interpret a variety of regulations, apply the proper operation, and maintain professional objectivity in all courses of action and communication.
  
  

Minimum Qualifications

Required Minimum Education, Experience, and Training :

• High School Diploma/GED (General Education Degree).
• Three (3) years progressively responsible experience in the performance of advanced/specialized level work as an Office Assistant Senior or Office Specialist in assigned or related department or three (3) years progressively responsible advanced level clerical/technician work experience specific or related to assigned department.
• One (1) year first line supervisory experience.
• OR an equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.

Knowledge, Skills & Abilities

Knowledge of:

• Administrative rules and regulations and the policies and procedures of federal, state and county requirements utilized in the assigned department.
• Organization of the department.
• Modern office practices, procedures and equipment.
• Index and filing systems.
• General finance and accounting principles.
• Effective telephone and audio/visual conferencing techniques.
• English, grammar, punctuation, and spelling.
• Principles of Internet research.
• MS Word, Excel, and PowerPoint software applications; Adobe Acrobat software; database software; Internet social media for news releases; e-mail, calendar, and task scheduling software applications.
• Mathematics to perform calculations and general accounting procedures.
• Principles and practices of leadership, supervision and training.
• Effectively operating modern office machines as necessary to include typewriters, calculators, copiers, fax machines, Internet enabled telephones, audio/video conferencing equipment and skill in utilizing computer hardware and software including personal computers, tablets, handheld computers, and scanners.
• Establishing and maintaining effective file systems.
• Performing research and compile information from a variety of sources.
• Exhibit and instruct strong customer-service skills and strong team orientation.
• Set priorities, assign, schedule, train, supervise, audit, and evaluate work activities and to persuade assigned personnel effectively.
• Understand, interpret and apply pertinent federal, state and local rules, regulations, procedures and policies of assigned department.
• Work independently.
• Perform and coordinate department purchases and expense reconciliation, research and implement methods to save costs, interpret financial data, estimate expenses, and prepare and track budgets.
• Hold staff meetings and collaborate with other departments to facilitate efficient workflow.
• Develop appropriate, effective and efficient methods of completing assignments.
• Follow complex oral and written instructions and communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Prepare clear, concise, grammatically correct (including punctuation and spelling), letters, memos, minutes, and other written documents.
• Exercise independent thinking and good judgment.

https://resources.mohave.gov/file/HumanResources/Benefits/Benefits%20Overview.pdf

Closing Date/Time: 4/20/2025 5:00 PM Arizona

Salary:

$48,380.80 Annually