Office Assistant Supervisor

CalHR•Susanville, CA

About The Position

The Office Assistant Supervisor I is the first supervisory level in the Office Assistant series. Under limited supervision, this position plans, organizes, supervises, and participates in the work of an office support unit; establishes and maintains administrative records; may oversee initial application screening in the assigned department’s automated system; and performs related duties. The role differs from the Office Assistant Supervisor II, which supervises office support functions through subordinate first-line supervisors and other lead workers in a complex, multi-level organization.

Requirements

One year of full-time experience performing advanced journey-level or lead-worker clerical duties in an office environment.
Knowledge of general office functions, procedures, equipment, filing systems, English grammar, vocabulary, spelling and punctuation, training development and evaluation, computers and automated data systems, and word processing, spreadsheet, database, email, calendaring, and automated system applications.
Ability to explain and apply policies, procedures, and regulations governing program operations.
Ability to use good judgment in organizing, directing, prioritizing, and supervising unit activities.
Ability to train, supervise, evaluate, and discipline subordinate staff.
Ability to provide effective oral and written instruction.
Ability to enter and retrieve data quickly and accurately using an automated data system.
Ability to establish and maintain effective working relationships, listen attentively, and understand written and verbal information.
Ability to establish long-range objectives, goals, and strategies; develop forms and letters; maintain composure and react professionally; and work independently.
Applicants must possess integrity, initiative, dependability, good judgment, the ability to work cooperatively, and health consistent with performing the assigned duties.
Applicants must be authorized to work in the United States without visa sponsorship by the employment start date.

Responsibilities

Plan, assign, supervise, and review support staff work to ensure quality, completion, and compliance with department standards.
Select, train, evaluate, and discipline subordinate staff; identify training needs, provide training, and coach employees.
Set a course of action to accomplish work objectives and adapt to changing priorities.
Work with management to develop or revise policies, procedures, and templates to improve efficiency, effectiveness, and compliance.
Arrange additional staffing to meet established objectives.
Answer inquiries and resolve complaints from customers, service providers, department personnel, and the public.
Serve as an authoritative information resource on regulations, rules, department policies, and guidelines.
Establish and update administrative records and summaries, including budget, revenue and expenditure, personnel and payroll, inventory, workflow, production, workload, and regulatory and procedural records.
Operate and oversee automated systems, coordinate system modifications with IT staff, and use software applications.
Promote cooperative professional relationships among staff, resolve conflicts, and monitor the work environment.
Provide employees with guidance and prepare performance evaluations.
Perform related duties as assigned.