State of Maryland

An Office Processing Clerk Supervisor is the supervisory level of work typing information using a typewriter, keyboard of a personal computer, computer terminal or word processor and performing other clerical duties. Employees in this classification supervise lower-level Office Processing Clerks.

Employees in this classification receive general supervision from an Office Manager or other administrative supervisor.

Positions in this classification are evaluated using the classification job evaluation methodology. The use of this method involves comparing the assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work sections of a class specification.

The Office Processing Supervisor is differentiated from the Office Processing Clerk Lead in that the Office Processing Clerk Supervisor has full supervisory responsibility for lower-level Office Processing Clerks while the Office Processing Clerk Lead assigns, reviews and approves the work of and trains lower-level Office Processing Clerks.

Plans, coordinates and supervises the work of lower-level Office Processing Clerks;

Trains lower-level Office Processing Clerks;

Instructs lower-level Office Processing Clerks in office procedures, typing and clerical procedures, equipment usage and other policies of the unit;

Reviews, prioritizes and schedules work assignments and monitors work flow to meet work priorities and needs of the unit;

Designs and develops new procedures to maximize work production of the unit;

Types, formats and edits correspondence, reports, charts, forms, graphs, schedules and other documents using the keyboard of a personal computer, computer terminal or word processor;

Proofreads, reviews and examines typed documents for accuracy, completeness, format and conformity to procedures;

Drafts, types and edits routine non-technical correspondence;

Makes copies of correspondence and other material using a copying machine;

Files correspondence and other records;

May create and merge documents, mailing lists and labels using special features or software applications of word processing and computer equipment;

May enter, update, verify and retrieve data using computer data bases or spreadsheet software applications; 

May scan documents, email documents and retrieve material from websites;

May answer telephone calls to provide information, take messages or transfer calls;

May open, stamp, sort and distribute incoming mail and prepare material for outgoing mail;

May create, update and maintain logs, lists, schedules and rosters for staff;

May order, receive and store office supplies, forms and other printed material;

May extract and assemble material from files and other sources for the supervisor's review;

May maintain routine statistical and numerical records;

Performs other related duties.

Knowledge of office practices, procedures and equipment;

Knowledge of business English, spelling, punctuation, grammar and basics arithmetic;

Skill in typing on a keyboard of a personal computer, computer terminal or word processor at a minimum speed of 40 words per minute;

Skill in typing and editing reports, charts, forms, graphs, schedules and documents using the keyboard of a personal computer, computer terminal or word processor and using software applications;

Skill in proofreading, reviewing and examining typed documents for accuracy completeness, format and conformity to procedures;

Ability to perform basic arithmetic computations;

Ability to format, merge documents and other techniques using a personal computer, computer terminal or word processor;

Ability to maintain files, logs and other records;

Ability to draft routine correspondence;

Ability to screen and respond to visitors and telephone inquiries;

Ability to assign, review and approve the work of lower-level Office Processing Clerks;

Ability to train lower-level Office Processing Clerks;

Ability to communicate effectively with the general public, co-workers and others.

Education:   Completion of the eighth grade.

Experience: Three years of experience typing correspondence reports, charts or other documents from rough draft, corrected copy or oral instruction on a typewriter or on a keyboard of personal computer, computer terminal or word processor.

Notes:

1. Candidates may substitute additional experience typing or performing other clerical duties on a year-for-year basis for the required education.

2. Candidates may substitute graduation from an accredited high school or possession of a high school equivalency certificate for six months of the required experience.

3. Candidates may substitute five courses or six months of clerical training in subjects such as keyboarding, clerical math, word processing, spreadsheets, data base, graphics presentation, proofreading, or office etiquette for six months of the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical or Office Services specialty codes in the Administrative Support field of work on a year-for year basis for the required experience.

Class specifications are broad descriptions covering groups of positions used by various State departments and agencies.  Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.  

This is a Skilled Service classification in the State Personnel Management System.  All positions in this classification are in Skilled Service positions.  Some positions in Skilled Service may be designated Special Appointment in accordance with the State Personnel and Pensions Article, Section 6-405, Annotated Code of Maryland.  

This classification is assigned to Bargaining Unit B, Administrative, Technical and Clerical classes.  As provided by State Personnel and Pensions Article 3-102, special appointment, temporary, contractual, supervisory, managerial and confidential employees are exempt from collective bargaining.  Additionally, certain executive branch agencies are exempt from collective bargaining and all positions in those agencies are excluded from collective bargaining.  

Employees in this classification are eligible to receive overtime compensation.  An employee who works more than the normal workweek is entitled to be compensated for that overtime, as provided by the State Personnel and Pensions Article, Section 8-305.