General Description POSTING TYPE: Open Competitive DEPARTMENT: Social Services HOURS: Full time (1.0 FTE) PREFERRED HIRING RANGE: $75,760 - $85,230/year (Salary grade 109) FULL SALARY RANGE: $75,760 - $118,375/year LOCATION: This position requires in-office work four days/week, split between two locations: Northern Service Center (West St. Paul) and Western Service Center (Apple Valley). This position is eligible for telework up to one day/week. UNION: HSSA CLOSE DATE: 4:30 p.m. on 10/8/2024 Come join us at Dakota County and "Be more". Dakota County employs over 2,000 skilled individuals whose talents and contributions makes Dakota County a premier place to live and work. The work County government does is unique. Dakota County offers important careers- the kind of careers that make a difference in people s lives. Dakota County welcomes and is inclusive of diverse people, backgrounds, and perspectives. The County aims to reflect the community and clients it serves and fosters an equitable and respectful working environment where everyone is empowered to be their authentic selves. This Senior Program Administrative Supervisor role will oversee the day-to-day functions of Dakota County s Social Services Department lobbies at both our Northern Service Center (West St. Paul) and Western Service Center (Apple Valley) locations. This position will provide supervision of our front desk staff, lead our office management functions, and lead support functions for the department as a whole with a goal of creating effectiveness, efficiency, and safety. Our lobbies and front desk staff often serve as our customers first point of contact. This incumbent must demonstrate excellence in customer service and have a passion in understanding and improving our customers experience. They must have an in-person/in-office presence and be able to provide point in time direction and support to staff and customers daily. They must be resourceful, highly collaborative, and have a keen interest in promoting and ensuring the safety of our staff and customers . Specific to office/building management, this responsible for overseeing our department s supply and equipment requests and inventory, the handling of mail, creating and storing of our physical documents and forms, organizing our office layout, leading our emergency response protocols, and supporting workplace logistics. They will have regular inter-office communications and collaboration with other department lobby staff and Supervisors and the Facilities Management Department. This incumbent must possess and apply critical thinking, creative decision making, prioritization, flexibility, project management, collaboration, planning, and develop policies and procedures. This role is successful when comfortable wearing multiple hats, enjoys interaction with others, and has an interest in supporting a wide range of administrative duties. SELECTION PROCESS You submit an online application that includes supplemental questions We assign you a score based on your qualifications Top scoring candidates are referred to the hiring manager for interview consideration There will be two rounds of in-person interviews late October 2024. First-round interviews will identify candidates that will be invited back for a second-round interview. We conduct background and reference checks before hiring Duties & Responsibilities These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions. 1. Supervise and manage the activities of program administrative support staff. Prioritize and assign work, conduct performance evaluations, ensure staff are trained, ensure that employees follow policies and procedures, maintain a healthy and safe working environment, and make hiring, termination, and disciplinary recommendations and action . 2. Plan, develop and implement programs and policies; identify opportunities for increases in productivity or decreases in costs; monitor policy changes by reviewing bulletins, web pages, and legislative changes to identify and implement program/systems revisions to ensure compliance. 3. Establish standards for the use and appropriate application of systems. Document applications, establish policies, and direct development of work procedures. Ensure quality of system input, data output, reporting and analysis. 4. Coordinate program preparation for and participation in external audits. Administer department compliance systems, developing audit functions around systems, data, incentives, procedures, and financial transactions to ensure integrity. Determine and maintain security structure in various systems, determining appropriate access levels. 5. Manage development of planned and ad hoc reports. Perform statistical analysis and direct preparation of reports. Present reports to internal and external groups. Manage the compilation of data and timeliness of submission for federal and state reporting requirements. 6. Assist with establishing and renewing contracts, monitor contract expiration and initiate Requests for Proposal. Oversee services and expenditures to ensure contractual compliance. 7. Explore and recommend technology solutions and provide leadership in research and policy analysis to improve programs and services, leading to improved outcomes for clients. Conduct accurate analysis of outcome data to identify program performance trends and service needs, providing recommendations to promote improved outcomes and processes. 8. Lead quality improvement efforts by Coordinating large projects to implement new mandates or programs, developing work plans, timelines, and budget. Leads projects to implementation. 9. Ensure integrity of staff in compliance with data privacy laws. Manages data retention and destruction in compliance with county, state, federal, and contractual requirements. Manage records requests, making determinations based on data privacy laws. Develops/provides training to staff. 10. Represent the department or County with other departments and outside agencies regarding program/office procedures and ensuring support for departmental objectives and county-wide issues. ESSENTIAL JOB FUNCTIONS: Duties 1-10 are essential functions. Knowledge, Skills & Abilities and Work Environment These are the competencies for the role. Candidates must possess most but are not required to have all. Training may be provided. Required at time of hire: High level of analytical skills and ability to apply analytical reasoning. Ability to establish and maintain positive working relationships with staff, management, and other public agencies. Ability to problem-solve and make effective decisions in accordance with precedents and regulations. Ability to communicate and present ideas effectively both verbally and in writing. Comprehensive knowledge of the principles and practices of office management, leadership, and supervision. Demonstrated within 6-month probationary period: Comprehensive knowledge of department, County and State programs, policies, and procedures as well as knowledge of the relationships between departments to other agencies and governing entities. Ability to interpret rules, legislation, and related regulations with respect to the impact on the organization. Comprehensive knowledge of Microsoft Office Suite products and applicable State, County and departmental computer systems. Knowledge of concepts and applications for information systems. Considerable knowledge of data practices laws and confidentiality. Knowledge of accounting principles and County budget preparation methods.