Support Services Supervisor

This Classification is scheduled to receive a 5% COLA effective July 2027.

This recruitment will be limited to the first 25 applicants. The recruitment will close upon receiving 25 applications.

The current vacancy being recruited for resides in the Department of Behavioral Health. The eligibility list created from this recruitment may be used to fill any current or future vacancies in ANY Butte County Department. 

FLSA: Exempt

DEFINITION

Under general direction, plans, schedules, assigns, supervises, reviews, and participates in the work of staff performing word processing, data entry and organization, telephone and counter reception, scheduling, records/database maintenance, fiscal support duties related to accounts receivable, accounts payable, billing, and/or department-specific fiscal support duties, and/or filing; creates forms, memoranda, correspondence, and reports; provides information and assistance to staff and the general public; and performs related duties as assigned. 

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned management personnel. Exercises direct supervision over office and/or fiscal support staff. 

CLASS CHARACTERISTICS

This is a full supervisory-level class that exercises independent judgment with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, supervising, reviewing, and evaluating the work of assigned staff, organizing and overseeing day-to-day office workflow and support services, and providing clerical and/or fiscal support to management in a variety of areas. Performance of the work requires the use of independence, initiative, and discretion within established guidelines.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics.  The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Plans, organizes, supervises, and reviews the work of office and/or fiscal support staff.
• Evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
• Trains staff in work processes and procedures and implements training procedures and standards.
• Assists in developing and standardizing procedures and methods to improve and continuously monitor the efficiency and effectiveness of office support service delivery methods and policies and procedures; identifies opportunities for improvement and recommends to assigned supervisor.
• Supervises the creation, updating, and processing of forms, records, applications, and/or other documents specific to assigned department/division/program including reviewing information gathered from a variety of sources; coordinates exchange of information with other County staff, external stakeholders, and/or the public as needed.
• Types correspondence, reports, forms, and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, or instructions.
• Proofreads and checks reports, forms, and documents prepared by assigned staff for accuracy and completeness following department/division/program procedures; corrects grammar, punctuation, and spelling.
• Supervises and participates in department/division/program accounting/fiscal operations including accounts receivable, accounts payable, payroll, and fiscal record-keeping and reporting. 
• Coordinates fiscal activities with state and federal agencies/funding sources, the County Executive Office, and other County departments/divisions as necessary and as appropriate.
• Supervises and performs various budget support work for assigned department/division/program, such as monitoring budgets, grants, and fund/account balances and assisting department management and staff in preparation of annual budget documents.
• Supervises customer service functions for assigned department/division/program including receiving and screening visitors and telephone calls and taking messages, directs callers and visitors to the proper office or person, and/or providing information regarding County programs, activities, and functions; explains federal, state, and local laws, rules, and regulations, and department, division, program, and/or County policies and procedures according to established guidelines.
• Supervises the organization and maintenance of accurate and detailed databases, files, and records; scans/images, inputs, indexes, and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files. 
• Receives and processes responses to public records requests and other requests for information; gathers and organizes information; and disseminates information after approval. 
• Researches, compiles, and summarizes data from various sources and prepares a variety of reports according to established procedures and practices.
• Supervises various office support duties associated with payroll, risk management, and human resources administration, which may include maintaining confidential employee records, processing employee time and pay records, and preparing and processing recruitment and selection, employee schedule, leave management, workers’ compensation, and related paperwork.
• Supervises the performance of other routine clerical support work as required, which may include, but is not limited to, copying documents, collating documents, maintaining websites, maintaining lists and logs, opening and distributing mail, processing outgoing mail, ordering and maintaining inventory of supplies and forms, etc.
• Attends various meetings and training as required or appropriate.
• May investigate customer complaints including but not limited to Civil Rights Complaints 
• Adheres to the standards of the Privacy Act of 1974, {U.S.C. § 552A} as amended; maintains and enforces all aspects of confidentiality of client information.
•  Performs related duties as assigned.

Knowledge of:

• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and the training of staff in work procedures.
• Principles and practices of leadership.
• Principles, practices, and procedures of office administration. 
• Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The organization and operation of the County and functional responsibilities of County departments.
• Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
• Methods of preparing and processing various records, reports, forms, and other documents specific to assigned department, division, or program.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Business arithmetic and basic statistical techniques.
• Principles and practices of data collection and recordkeeping.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability To:

• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively and evaluate performance in an objective and positive manner. 
• Supervise and perform varied and complex clerical, fiscal support, and customer service support work with accuracy and speed. 
• Type concise reports, correspondence, and other written materials from instructions. 
• Supervise the preparation and processing of various records, reports, forms, and other documents specific to assigned department/division/program.
• Research and compile a variety of information and materials.
• Understand, interpret, explain, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate mathematical and basic statistical computations.
• Establish and maintain a variety of filing, recordkeeping, and tracking systems.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training, experience and educational degrees that would provide the required knowledge, skills, and abilities is qualifying. Substitutions will be made on a year for year basis. A typical way to obtain the required qualifications would be: 

High school diploma or equivalent GED certificate; and 

Five (5) years of increasingly responsible general clerical or office assistant experience, including one (1) year of lead responsibility. 

Certifications and Licenses:

• Must possess a valid US driver’s license upon date of application. Must obtain California driver’s license following hire date per California DMV regulations.

PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 40 pounds.
• Vision to read printed materials and a computer screen. 
• Hearing and speech to communicate in person and over the telephone. 
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer and standard office equipment.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.