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Job Description

OFFICE SYSTEMS SUPERVISOR

JOB CODE 00360

Effective Date:	2/97A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to supervise several employees in word processing centers in the City's Office Systems Division. Work involves scheduling, coordinating and assigning work activities and evaluating employee performance within assigned centers. Duties include writing weekly status and activity reports and providing backup for word processing activities. Supervision is exercised over the classes of Word Processing Secretary I and II. Work is performed under the general supervision of the Office Systems Coordinator.

ESSENTIAL FUNCTIONS:

• Determines work requirements and deployment of staff and resources to meet deadlines in Office Systems centers;
• Reviews and revises assignments of Office Systems staff to achieve optimum use of equipment and support for Citywide departmental computer users;
• Supervises activities of Office Systems Division mini centers to ensure that Citywide departmental office computer systems needs are met;
• Develops Office Systems standards, policies, and procedures to ensure optimal use of resources;
• Writes and develops instructions for Office Systems Division staff on operational and procedural upgrades to the computer;
• Instructs Office Systems Division personnel operational and procedural upgrades to the computer;
• Consults with Office Systems users to determine their applications needs;
• Performs routine computer system maintenance to ensure efficient Office Systems operations;
• Resolves office automation and computer application problems and improves utilization through review with Citywide departmental computer users;
• Troubleshoots computer software and/or hardware operational problems.
• 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:

• Computer application packages to ensure improved service of users' computerized needs.
• Modern office practices and procedures.
• Office automation and computer equipment..

Ability to:

• Observe and monitor employees' behavior to determine compliance with prescribed operating or safety standards.
• Communicate in the English language with individuals and groups in a face-to-face setting or by telephone regarding technical and non-technical computer subjects.
• Input data or information into a computer terminal, PC or other keyboard device.
• Work cooperatively with other City employees.
• Comprehend and make inferences from material written in the English language.
• Make basic arithmetic calculations from recording data.
• Work independently within established procedures and policies.
• Operates computer equipment, centralized dictation equipment and other related office equipment.
• Write clear and accurate documents and reports in the English language reflecting organized thoughts using proper sentence construction, punctuation, and grammar.
• Remain in a sitting or standing position for extended periods of time.

Additional Requirements:

• Some positions will be required to perform other essential and marginal functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Three years of progressively responsible experience with an office automation system, including one year of supervisory experience. Other combinations of education and experience that meet the minimum requirements may be substituted.