Business Office Supervisor

: TARGET CLOSE DATE 03/04/2024 Note: This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System. Grade 21 The pay range for the listed pay grade varies depending on the employing agency. Click HERE and then select the desired agency to view the pay range for that employer. Business Office Supervisors plan, coordinate, and monitor a department's computerized business office accounting activities. Employees in this job class ensure all accounts payable and accounts receivable are properly billed and collected from customers, clients, patients, insurance companies, or other entities for services rendered. They also have a supervisory responsibility that includes monitoring work performed by subordinate staff, making scheduling arrangements, providing feedback and training, and policy and procedure review and development. Business Office Supervisors are leaders in their departments, and play an integral part in the functions of the departments in which they are employed. Work is somewhat sedentary in nature, and typically performed in an office setting. TYPICAL JOB DUTIES:

• The following Minimum Qualifications are required for this job. You must demonstrate possession of these qualifications by providing a detailed description of your related experience in the work history section of your application. Please note that replicating or restating these minimum qualifications or the information from the Personnel Board's as your own work experience will result in your disqualification. Please describe your work experience in your own words to represent the work you have performed that is related to the minimum qualifications for this job.
• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data and ensuring expenditures are within annual budgetary limits.
• Provides clerical support to a department by processing mail, creating and updating paper and digital files, maintaining office equipment, attending and taking notes at meetings, transcribing minutes, tracking information, making copies, and/or gathering documentation.
• Creates or maintains departmental communication by maintaining the public areas of a department, answering departmental phone lines or emails, tracking internal communications, maintaining departmental schedules or calendars, and creating or editing correspondences coming from the department.
• Provides service to internal and/or external customers.
• Generates and processes invoices and/or payments.
• Researches, creates and maintains policies and procedures.
• Supervises staff by assigning and distributing work, directing staff in their job duties, monitoring progress of work, providing feedback and/or training.

MINIMUM QUALIFICATIONS: The following Minimum Qualifications are required for this job. You must demonstrate possession of these qualifications by providing a detailed description of your related experience in the work history section of your application. Please note that replicating or restating these minimum qualifications or the information from the Personnel Board's as your own work experience will result in your disqualification. Please describe your work experience in your own words to represent the work you have performed that is related to the minimum qualifications for this job.

• Experience providing customer service to internal and external customers including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.
• Experience performing administrative functions including coordinating schedules, drafting correspondence, producing reports, and maintaining and updating files and records in order to support professional staff.
• Experience using computer office software (e.g., Microsoft Word, Excel, Outlook, Google Docs) to develop and update written correspondence, reports, memos, and spreadsheets.
• Experience tracking and documenting payables and receivables in an electronic system.
• Experience working as a lead worker to peer and/or support staff including assigning and reviewing work and providing training.

PREFERRED QUALIFICATIONS: Preferred qualifications are experiences, education, and/or other job-related qualifications considered to be highly desirable by Merit System agencies. The preferred qualifications may be used by the hiring agency to identify applicants to participate in subsequent selection processes.

• Associate's degree or higher in Business Management, Business Administration, or related fields.
• Experience leading presentations or trainings.

COMPETENCIES:

• Adaptability & Flexibility.
• Computer & Technology Operations.
• Leadership & Management.
• Learning & Memory.
• Mathematical & Statistical Skills.
• Oral Communication & Comprehension.
• Planning & Organizing.
• Problem Solving & Decision Making.
• Professionalism & Integrity.
• Researching & Referencing.
• Reviewing, Inspecting & Auditing.
• Self-Management & Initiative.
• Teamwork & Interpersonal.
• Technical & Job-Specific Knowledge.

CRITICAL KNOWLEDGES:

• Knowledge of basic accounting principles and terminology, such as debit, credit, journal entry, general ledger, trial balance, cash flows, income statement, and balance sheet.
• Knowledge of English language grammar, punctuation, syntax, word usage, and sentence structure.
• Knowledge of laws governing employment (e.g., Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), and Title VII Civil Rights Act).
• Knowledge of laws, regulations, and ordinances related to tax assessment.
• Knowledge of procedures and guidelines governing the purchase of equipment, supplies, services.
• Knowledge of timekeeping systems and software.
• Knowledge of traditional financial statements, such as balance sheets, statement of revenues, statement of cash flows, etc.

WORK ENVIRONMENT: Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment, such as computer, phone, copier, etc. PHYSICAL DEMANDS: Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. DISCLAIMER: This is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required to do the job and may be changed at the discretion of the Personnel Board at any time. SPECIAL ACCOMMODATIONS Persons requiring special conditions to accommodate a disability when completing the application should contact the Personnel Board at 205-279-3500, Option 1, prior to the target close date. AN EQUAL OPPORTUNITY EMPLOYER The Personnel Board of Jefferson County (Personnel Board) provides a public personnel system based on merit principles. The Personnel Board strives for the constant improvement of the public service by employing and developing the best-qualified persons available. The Personnel Board provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, creed, religion, political beliefs, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or genetics. Employment decisions are made by the Merit System agency where the position exists. Each Merit System agency administers its own equal employment opportunity programs in compliance with applicable state and/or federal laws and regulations. ATTENTION Merit System Employees: Do not apply through this site.