Los Angeles Community College District

Office Supervisor (#2417)

$29.41-$36.43 hourly / $5,097.18-$6,314.52 monthly / $61,166.16-$75,774.24 annual


Definition

Plans, directs, and supervises the operation of a large clerical unit engaged in a highly complex function or several diverse functions, providing a variety of centralized support services such as word processing, reprographics, courier, mail, telephone and office supplies.

Typical Duties

Plans, supervises, and reviews the work of an assigned large clerical unit.

Directs the work of a staff engaged in providing a variety of centralized support services such as word processing, reprographics, courier, mail, telephone, and office supplies.

Determines priority of work projects, production standards, and prepares schedules to meet deadlines.

Recommends, initiates, and implements procedural changes to optimize the work flow of the unit operations.

Makes decisions based upon knowledge of office functions, rules and procedures.

Trains employees in the work of unit and evaluates and advises them on work performance.

Contacts administrators and personnel of the District and other governmental jurisdictions, and the public in connection with the work of the unit.

Coordinates work of the assigned unit with other internal units to ensure timely processing of work requests.

Provides information and interprets policies and procedures concerning the unit.

Participates in the development of the annual budget for the unit and monitors expenditures.

Maintains files, procedures manuals, references, statistical and other records.

Prepares or approves requisitions for office supplies.

Operates a variety of standard office machines as well as computer equipment using software applications.

May compute and check invoices.

Performs related duties as assigned.

Distinguishing Characteristics

A Office Supervisor plans, directs, reviews, and supervises the work of a large clerical unit engaged in a highly complex function or several diverse functions; such as word processing, reprographics, courier, mail, telephone, and office supplies. Evaluates subordinates and effectively makes recommendations to hire, reward, transfer, or discipline. Use of computer equipment and advanced computer applications is an integral aspect of the duties.

An Administrative Aide applies a thorough knowledge of established procedures and policies in the areas of: budgeting, purchasing, personnel, payroll, contracts, scheduling, and other centralized administrative activities. Proficiency in the methods, procedures, and policies utilized in the Los Angeles Community College District is of greater importance than a broad knowledge of the general principles and practices of office administration. May perform lead duties. Use of computers and advanced computer applications is an integral aspect of the duties. The class of Administrative Aide (Confidential) is distinguished from the class of Administrative Aide because the employee, in the regular course of his or her duties, is required to have access to, or possess information relating to, the District’s employer-employee relations.

A Senior Office Assistant performs complex clerical work, applies a thorough knowledge of a highly specialized office function while assisting in the daily operation of an office, and exercises initiative and independent judgment in applying established practices to specific cases. Keyboarding and use of computer equipment is an integral aspect of the duties.

Supervision

General supervision is received from an academic or classified supervisor or administrator. Supervision is exercised over assigned clerical staff.

Class Qualifications

Knowledge of:

Policies, regulations, and procedures of general administrative and business transactions

Practices and procedures of office management

Principles of supervision and training

Letter, memorandum and report formats

Organization and management of records and files

Functions of unit to which assigned

Capabilities of computer software, hardware, and systems in the management of administrative and business transactions

Skill in:

Use of computer equipment

Ability to:

Plan, schedule, and supervise the work of a large clerical unit

Coordinate diverse activities

Provide leadership and technical assistance to others

Understand, interpret, and apply rules, policies and regulations

Train others in the functions, rules, practices and procedures of the office

Give clear and concise instructions

Prepare reports in written, graphic and tabular form

Effectively communicate orally and in writing

Meet schedules and time lines

Work effectively with staff, students, and the public

Evaluate work methods and performance

Recognize unusual problems and refer them to appropriate parties

Make arithmetic computations accurately

Use specialized computer applications and systems pertinent to the work of the assigned unit

Learn general and specialized computer applications

Entrance Qualifications

Education and Experience:

A.  An associate degree or its equivalent from a recognized college or university in office administration, business administration or a closely related field AND three years of full-time, paid clerical experience which must have included use of computer equipment. One year of the required experience must have been in a supervisory or lead capacity. A successfully completed college-level course in supervision may substitute for the required one year in a supervisory or lead capacity.

OR

B.  Graduation from high school or its equivalent AND five years of full-time, paid clerical experience which must have included use of computer equipment. One year of the required experience must have been in a supervisory or lead capacity. A successfully completed college-level course in supervision may substitute for the required one year in a supervisory or lead capacity. College-level coursework in supervision and office management are desirable.

Reasonable Accommodations

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about his or her ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, he or she should always apply for a position and request reasonable accommodation at the appropriate time.

 


CLASS: 2417; EST: ; REV: 10/25/2001;