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Job Description

CLERICAL SUPERVISOR

JOB CODE 00240

Effective Date:	11/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to coordinate and supervise a group of employees providing clerical support for a complex operational unit. Incumbents have primary responsibility for employee selection, training, evaluation, and disciplinary actions. Duties involve frequent evaluation of the overall clerical requirements of the unit and the reassignment of personnel from one area to another as required to meet the work load demand. This class is distinguished from Secretarial Supervisor by the absence of a variety of delegated department-wide administrative assignments and responsibility for secretarial tasks for a division or department head and administrative staff.

ESSENTIAL FUNCTIONS:

• Supervises employees engaged in a variety of clerical support tasks for an operational unit;
• Establishes workload priorities for support staff based upon such factors as the need for immediate action, work objectives, work schedules, and knowledge of future needs;
• Investigates and resolves problems, complaints, and disputes in person or by telephone, in accordance with established divisional or departmental policies and regulations;
• Compiles data and prepares monthly, annual, and special reports;
• Works with administrative staff to determine the impact of revised policies and procedures or new programs on the clerical work load and recommends changes;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• The principles and practices of office management and the equipment used.
• Business English, spelling, and arithmetic.
• Personnel management and supervision.

Ability to:

• Perform a broad range of supervisory responsibilities over others.
• Communicate orally, in the English language, with customers and employees in face-to-face one-on-one settings, in group settings, and using a telephone.
• Observe, compare, or monitor data and employees' behavior to determine compliance with prescribed operating and safety standards.
• Comprehend and make inferences from written material.
• Learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
• Enter data or information into a terminal, PC, or other keyboard device.
• Make decisions in new situations in accordance with laws, regulations, and established policies.
• Work cooperatively with other City employees and the public.
• Produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Four years of clerical experience, including some supervisory experience. Other combinations of experience and education that meet the minimum requirements may be substituted.