Under direction, to plan, organize and implement administrative and office management clerical systems and processes; to supervise a large clerical staff performing varied and difficult clerical work, or several units, through subordinate supervisors, with diverse non-routine clerical functions; may provide administrative and/or secretarial support to a department head; and to do related work as required.
This is the second full-supervisory level in the general clerical series. Positions in this class supervise: (1) several units with different functions through subordinate supervisors; (2) a large unit of second (e.g., journey) and third level clerical positions performing varied and difficult clerical work; or (3) a very large staff of second level positions performing a variety of clerical work. Incumbents are responsible for planning, organizing and implementing administrative and office clerical systems and processes. Positions in this class may also provide administrative and/or secretarial support to a department head and perform the full range of secretarial functions in addition to exercising administrative and technical supervision over a group of clerical subordinates.
Plans, assigns, and reviews work, gives instructions and makes decisions on difficult clerical problems in connection with the work of subordinate clerical staff; schedules work to meet deadlines; establishes priorities; determines efficient ways to organize tasks of subordinates; maintains liaison with other units or offices to insure efficient work flow; assists subordinates in handling difficult or unusual problems; reviews work of subordinates for adherence to established procedure and for accuracy, completion and conformance to applicable rules and regulations and makes changes as appropriate; directs work flow between units; prepares performance evaluations, makes recommendations on or selects subordinates; issues warnings; prescribes work schedules, vacation plans, and work shifts; directs the training of subordinates; instructs new employees in departmental policies and rules; recommends, plans, implements and directs new and revised administrative and office clerical systems and procedures; estimates supply and equipment requirements for budgetary purposes; assists in the preparation of departmental budget; provides explanations to employees, departments and the public which require thorough knowledge of County operations and of departmental operations, rules and procedures; does difficult and complex clerical work as required; may provide secretarial and/or administrative support to a department head to include researching, compiling, performing simple analyses of data and coordinating less complex administrative projects; may provide vacation relief for other classes as required.
Thorough knowledge of:
Office organization, procedures and practices and the operation of standard office equipment. Record keeping systems.
Formats for business correspondence and reports.
Working knowledge of:
The principles of supervision and training.
Business English, vocabulary, spelling, grammar and punctuation.
Some knowledge of:
The application of automated data processing to business office operations.
The principals of administration and management.
The administrative process unique to the County department or agency assigned.
Overall structure and function of County governmental operations.
The principals and techniques of procedures and systems analysis.
The application of statistical methods to research may be required for some positions.
Plan, assign, supervise, coordinate and review the work of a large number of employees performing a variety of clerical functions;
Plan, implement and direct clerical office administrative and management systems;
Understand, interpret and apply laws, rules and written and oral direction to specific situations;
Research, compile, and perform simple analyses of data;
Establish and maintain cooperative relationships with the public and others contacted in course of work;
Evaluate and resolve potentially sensitive issues through discussion and persuasion in order to gain concurrence and cooperation;
Perform highly complex and difficult clerical work requiring considerable independent judgment;
Communicate clearly and logically orally and in writing;
Make arithmetic or mathematical computations;
Operate word processing or micro computers to input, access and print data and reports;
Accurately type and/or utilize word processing or micro computer to produce finished copy or machine dictation which may include technical terminology from rough copy may be required for some positions;
May take and transcribe dictation at a rate of 85 words per minute.
Training and Experience:
Any combination of training and experience, which would provide the required knowledge and abilities, is qualifying. A typical way to obtain these knowledge and abilities would be:
Four years of responsible clerical experience at the journey level or higher that demonstrates application or possession of the required knowledge and abilities listed above, including one year in a supervisory capacity. Formal secretarial or general office clerical training may be substituted for up to one year of the required non-supervisory experience on an hour for hour basis.
Performance: Some positions may require successful completion of a performance test, which demonstrates keyboard and formatting proficiency.
PREVIOUS CLASS TITLES: Supervising Clerk II
Bargaining Unit: 41
EEOC Job Category: 06
Occupational Grouping: 06
Workers' Compensation Code: 0053
Revised Date(s): 5/88