OFFICE SERVICES MANAGER

 DEFINITION:

 Under direction, directs, plans, and coordinates a variety of office
 support services and supervises employees engaged in providing these
 services; does other related duties as required.

 NOTE: The examples of work for this title are for illustrative
 purposes only. A particular position using this title may not perform
 all duties listed in this job specification. Conversely, all duties
 performed on the job may not be listed.

 EXAMPLES OF WORK:

 Plans, organizes, and directs the work of employees engaged in
 providing essential office services such as duplicating and printing,
 supplies, mail and messenger, work processing, and office equipment
 procurement and maintenance.

 Reviews present office support procedures, compiles data on
 alternative methods, and makes recommendations based on statistical,
 financial, and professional journal articles, and/or other relevant
 information pertinent to office services.

 Develops uniform correspondence procedures and style practices and
 standards for size, paper weight, grade of bond and carbon paper, use
 of specific letter guides, use of form letters, and elimination of
 nonessential copies of memos and letters.

 Studies organization reports and forms and revises them by use of
 rough sketch or a standard format and specifying such items as
 spacing, sequence of entries, grouping of data, and line spacing.

 Proposes the use of property and equipment record cards and develops
 schedules for conducting physical inventories of the equipment
 including record keeping on repair frequency, cost, and replacement of
 office equipment, vehicles, and so forth.

 Studies space utilization to ensure optimum use of office layout and
 reviews requests from various units for additional space recommending
 the merging of functions or the rental of additional office space.

 Supervises the renovation of offices, prepares floor plans, and may
 secure bids from outside contractors relative to such renovations.

 Assists in budget preparation as it relates to the need for office
 equipment, furniture, and office space.

 Will be required to learn to utilize various types of electronic
 and/or manual recording and computerized information systems used by
 the agency, office, or related units.

 REQUIREMENTS:

      EXPERIENCE:

        Five (5) years of experience in the supervision of two (2) or
 more office services functions involving records management, printing
 or duplication services, mail and messenger services, equipment
 maintenance and repair, procurement and supply, or other related
 functions in support of office operations and services.

        NOTE: Five (5) years of experience in the analysis, evaluation,
 development, and improvement of office practices, methods, and
 procedures may be substituted for the above experience requirement..

      LICENSE:

      Appointees will be required to possess a driver's license valid
 in New Jersey only if the operation of a vehicle, rather than employee
 mobility, is necessary to perform essential duties of the position.

 KNOWLEDGE AND ABILITIES:

 Knowledge of office methods, practices, routines, machines, and
 equipment.

 Knowledge of the internal organization and established policies,
 procedures, and regulations relative to the work of the unit after a
 period of training.

 Knowledge of problems involved in planning details of an office
 support service program, in giving suitable assignments and
 instructions to individuals and groups, and in supervising the
 performance of their work.

 Knowledge of approved English usage.

 Ability to organize assigned clerical and supervisory work and develop
 effective work methods.

 Ability to compose clear, concise, and appropriate letters in accord
 with established policies, procedures, and regulations.

 Ability to prepare and supervise the preparation of statistical and
 other reports containing findings, conclusions, and recommendations.

 Ability to supervise the maintenance of records and files.

 Ability to give assignments and instruction to individuals and groups,
 provide them with advice and assistance when difficult and unusual
 problems arise, and check their work to see that proper procedures are
 followed.

 Ability to ensure that reasonable standards of workmanship and output
 are maintained and that desired objectives are achieved.

 Ability to work harmoniously with subordinates, associates, and
 superior officials.

 Ability to plan and revise office procedures and methods.

 Ability to coordinate the implementation of revised methods and
 procedures in the various office services functions.

 Ability to supervise the maintenance of suitable records and files.

 Ability to learn to utilize various types of electronic and/or manual
 recording and information systems used by the agency, office, or
 related units.

 Ability to read, write, speak, understand, or communicate in English
 sufficiently to perform the duties of this position. American Sign
 Language or Braille may also be considered as acceptable forms of
 communication.

 Persons with mental or physical disabilities are eligible as long as
 they can perform the essential functions of the job after reasonable
 accommodation is made to their known limitations. If the accommodation
 cannot be made because it would cause the employer undue hardship,
 such persons may not be eligible.

 This job specification is applicable to the following title code:
Job
Spec
Code
Variant
State,
Local or
Common
Class of
Service
Work
Week
State
Class
Code
Local
Class
Code
Salary
Range
Note
04417
L
C
  
N/A
13
-

This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.

 11/12/1996