In a state agency this class is accountable for independently performing a range of administrative office management and supervisory functions in the coordination of diverse office activities.
GUIDELINES FOR JOB CLASS USE
This class is intended for use as an office manager. Incumbents should be engaged in administrative tasks and full-time supervisory responsibilities for clerical and other employees as assigned. Incumbents are responsible for coordinating diverse office activities. Participation in work activities is limited to training or emergency situations.
This class differs from a full-time supervisory class (i.e., Unit Supervisor) in that incumbents must also be performing administrative office management functions. The office management functions require incumbents to act as the primary liaison with central personnel, processing and payroll, other units within the agency and with other state agencies as well as individuals and departments outside state government. Such administrative duties are typical of positions in district offices of an agency where the services of specialized units are not present (i.e., business office, purchasing unit, personnel and payroll) or a central office which requires incumbents to be responsible for the office management and supervisory functions of a large, specialized unit.
Receives general direction from an employee of higher grade.
Supervises clerical units or a large central unit with diverse activities and clerical staff and other staff as assigned.
EXAMPLES OF DUTIES
Performs a range of administrative responsibilities such as developing and maintaining office policy and procedural guidelines and/or manuals;
Implements and maintains statewide policy and procedural guidelines;
Acts as a liaison to the general public and a wide variety of people within and outside state service regarding agency policy and procedures;
Responds to oral and written inquiries for information and assistance;
Prepares and oversees preparation of various administrative, statistical and financial reports;
Coordinates and oversees general office business functions;
Prepares and oversees preparation of all personnel record keeping transactions;
May be responsible for reviewing, coding and routing materials;
Performs related duties as required.
Performs a range of supervisory responsibilities such as planning, organizing and coordinating office workflow;
Develops work performance and procedural standards and guidelines;
Determines priorities, assigns and reviews work for timeliness and conformance to agency policies and procedures;
Recommends staffing changes and assists in recruitment and selection of personnel;
Conducts performance evaluations;
Provides training and technical assistance;
Advises employees on personnel policies and procedures;
Handles counseling or disciplinary problems;
Performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY
Considerable knowledge of
office administration and management;
department and/or unit policies and procedures;
oral and written communication skills;
Skill in performing arithmetical computations;
ability to read, interpret and apply complex materials;
operate office equipment which includes computers and other electronic equipment;
operate office suite software.
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Five (5) years of general clerical experience.
MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE
Two (2) years of the General Experience must have been at a lead or supervisory level.
NOTE: For state employees lead or supervisory experience is interpreted at the level of a Head Clerk.
MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.
JOB CLASS DESIGNATION
(07)-ADMN CLERICAL (NP-3)
As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.
This replaces the existing specification for class of Office Supervisor in Salary Group CL 22 approved effective May 26, 2009. (Revised to modernize format and add Acknowledgement section) Final No. 23-150