Job Specification
OFFICE SUPERVISOR
DEFINITION:
Plans, supervises and coordinates the clerical activities of an entire
department, autonomous agency or major large scale organizational
sub-unit of such entities when the department, agency or major large
scale organizational sub-unit is too large to be managed effectively
by a Chief Clerk or other supervisory clerical staff; in local
government supervises at least one Chief Clerk and various specialized
clerical section supervisors; does other related work.
This position differs from others in the clerical series in that it is
primarily managerial in nature and scope, as opposed to the limited
functional work area responsibility usually associated with the
supervising or principal clerical level. The position also differs
from that of an Administrative Secretary, Administrative Clerk, or
Secretarial Assistant in that incumbents in these titles primarily act
in the capacity of personal secretaries, aides or assistants to
department heads, Division directors or administrative officers
whereas the Office Supervisor is primarily responsible for planning,
coordinating and supervising all of the clerical activities of the
organization. The secondary functions of these secretarial positions
may in a specific organizational unit or setting overlap or encompass
the duties and responsibilities of an Office Supervisor. However, the
primary functions of such positions remain fundamentally different in
nature and scope. Personal contacts at this level are generally with
managers of major programs or functions within an agency or with other
service agency.
The Office Supervisor establishes guidelines for and coordinates the
activities of the Chief Clerk, Assistant Chief Clerk and other
subordinate supervisors in the performance of their personnel
management responsibilities. Typically, an Office Supervisor
supervises a clerical program through the Chief Clerk and Assistant
Chief Clerk in a large department, autonomous agency, or major
organizational sub-unit usually found in major cities or more populous
counties where the duties are of a substantially diversified nature
and encompass responsibility for the clerical work of the various
sub-sections of the organization. Conversely, a department, agency or
unit in other areas may be too small to warrant an Office Supervisor,
Chief Clerk or Assistant Chief Clerk and the clerical program may be
managed effectively by the supervisory and principal clerical levels.
Office Supervisors can also take action to resolve controversial
personnel management problems referred to them by subordinate
supervisors and can approve, modify or reject specific personnel
action taken or planned by them. They make recommendations to
organization management regarding utilization of staffing resources
and assist in program development and execution.
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:
Directs, organizes, supervises and coordinates activities of clerical
personnel and general office programs in the department, agency, or
large organizational sub-unit by analyzing and organizing common
office operations and procedures.
Carries out administrative assignments as required by the department
or agency head, division director or other administrative official.
Gives appropriate assignments, instruction and supervision to clerical
staff directly or indirectly through subordinate levels of
supervision.
Formulates office procedures to provide for systematic retention,
protection, retrieval, transfer, and disposal of records in accord
with administrative directives and accepted practices.
Assigns and explains work requirements to supervisory clerical staff
regarding new or changing programs, functions, goals and processes.
Analyzes work requirements and identifies resources and equipment
needed to accomplish work assignments and makes adjustments among
subordinate units as appropriate.
Plans office layouts and initiates cost reduction programs in order to
improve efficiency or economy.
Evaluates employee performance and conduct, enabling the effective
recommendation of the hiring, firing, promoting, and disciplining of
clerical staff.
Explains employee benefits and insurance programs to clerical staff.
Prepares letters and memoranda as required; establishes uniform
correspondence procedures and style practices.
Reviews clerical and personnel records to insure completeness,
accuracy, and timeliness.
When so designated, in the absence of an administrative officer, may
temporarily serve in his or her capacity.
Reviews personnel recommendations submitted by supervisory staff and
either accepts or rejects such personnel actions as promotions,
transfers, or disciplinary measures in accord with budgetary
limitations and personnel policy.
Assembles available data pertaining to human resource needs and
compiles data into report form to provide a basis for management
decisions.
Coordinates work operations among clerical units and with other
organizations in matters that may adversely affect other operations or
programs.
Compiles information for the department, agency or division budget
request.
Makes special and difficult studies of agency operations and prepare
reports containing findings, conclusions and recommendations.
May interview candidates for employment and may interview and transact
other business with persons in place of a department head, division
director or administrative officer.
Will be required to learn to utilize various types of electronic
and/or manual recording and information systems used by the agency,
office, or related units.
REQUIREMENTS:
EDUCATION:
Six (6) years of supervisory experience in clerical work.
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 methods, procedures, and techniques involved in
establishing, planning, and organizing a clerical work program and of
problems likely to be encountered.
Knowledge of uniform correspondence procedures and style practices.
Knowledge of methods and practices involved in the retention,
protection, retrieval, and disposal of records.
Knowledge of employee ratings and evaluation systems.
Knowledge of office operations and procedures such as typing,
bookkeeping, payroll, correspondence, filing, supply requisitioning
and other standard clerical services.
Ability to develop effective work methods identifying activity scopes
and projected accomplishments.
Ability to give assignments and instructions to individuals and groups
and to provide them with advice and assistance when difficult and or
unusual problems arise.
Ability to carry out cost reduction programs, determine cost
effectiveness, and to monitor work flow in order to evaluate office
production.
Ability to analyze and organize clerical operations and office
procedures.
Ability to comprehend office methods, practices, and routines.
Ability to conduct employee ratings and performance evaluations.
Ability to understand standard employee benefit and insurance
programs.
Ability to perform difficult and complex studies of clerical or
general office programs and to prepare reports containing findings,
conclusions, and recommendations.
Ability to compose correspondence and memorandums using standard
and accepted formats.
Ability to utilize various types of electronic and/or manual recording
and information systems used by the department, agency, or major
large-scale organizational sub-unit of such entities.
Ability to read, write, speak, understand, and communicate in English
sufficiently to perform the duties of this position. American Sign
Language or Braille may also be considered 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 | | 04870 | | L | C | | N/A | 22 | | - |
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.
MCK 11/28/2001 |
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