SUPERVISING OFFICE ASSISTANT I

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Position Information

Under limited supervision, the Office Assistant Supervisor I plans, organizes, supervises, and participates in the work of an office support unit; establishes and maintains administrative records; may oversee the initial application screening function in the assigned departments' automated system; and performs related work as required.

This is the first full supervisory level in the general clerical series. Positions in this class have, as their primary and most time consuming function, the supervision of a large clerical staff performing a diversity of complex clerical functions, generally consisting of seven to fifteen employees. The exercise of supervisory skills is essential to the satisfactory performance of work for all positions in this class. Technical supervision exercised by positions in this class including: establishing priorities, planning and laying out work, determining work flow, reviewing and resolving difficult clerical problems and ensuring that deadlines are met. Incumbents make effective recommendations for or select subordinates, conduct performance evaluations, issue disciplinary warnings, prescribe work schedules, training, vacation plans and work shifts. This class is distinguished from the higher level class of Supervising (Clerk) Office Assistant II in that the latter both supervises employees in multiple work sites or shifts and either utilizes subordinate supervisors and lead workers and/or coordinates multiple, diverse work units. It is further distinguished from the lower level class of Principal (Clerk) Office Assistant in that incumbents in the latter class participate in the work of an assigned clerical unit and do not have full supervisory responsibilities over the work as the primary job function.

The County of Monterey Department of Social Services Community Benefit Branch is currently seeking to fill a Supervising Office Assistant I (SOA I) position at the Customer Service Center. The primary responsibility of the SOA I is to oversee a team of seven to ten clerical staff. During the winter months, this number may increase to up to twelve, including temporary workers. The SOA I will be responsible for coordinating and assigning tasks, ensuring an efficient workflow, and resolving complex clerical issues. Additional duties include training staff, planning work activities, and conducting performance evaluations to ensure consistent achievement of deadlines.

Examples of Duties

Duties may include, but are not limited to, the following:

• Supervises a large clerical staff; assigns and reviews work; trains and gives instructions to subordinate staff; prepares performance evaluations; makes effective recommendations for hire; recommends and initiates disciplinary actions;
• Maintains an even flow of work within the unit; monitors and establishes priorities; plans and assigns work; prepares work schedules and vacation plans;
• Confers with superiors on operation and modification of office clerical systems and procedures; recommends, writes and implements changes in procedures or policies, designs and implements office forms; through subordinate staff establishes and maintain filing systems;
• Interprets policy and complex procedures for subordinate staff; weighs and selects among conflicting, ambiguous or contradictory guidelines in order to resolve situations; consults with management staff as necessary.
• Coordinates unit clerical activities with other related functional units;
• Translates general instructions from technical and administrative sources into detailed operating procedures; instructs staff on their use.