OFFICE SERVICES SUPERVISOR I (TYPING)

State of California•Sacramento, CA

30d•Onsite

About The Position

Plans, assigns, organize, and reviews work of the clerical staff. Provides general support to the Area Commander, and assist in hiring and training of new clerical staff. Develops and implements new clerical procedures and cross trains clerical staff. Prepares annual Performance Evaluation for clerical staff. Prepare or supervise the preparation of, all required monthly, quarterly, and annual reports on a timely basis. Review and edit documents for completeness, grammar, and accuracy. Maintain and process all non-uniformed timekeeping, as well as uniformed timekeeping, to ensure FLSA and Pay Period deadlines for entry are met. Review and distribute all incoming mail. Maintains petty cash fund and act as Petty Cash Custodian. Review manual revisions, distribute as required, advise clerical of pertinent changes. File or delegate filing of all manual revisions. Maintain all records and files required for invoices and purchase orders. Maintain general files and adhere to required purging. Process or supervise processing of inventory and requisitions, and all office supplies and forms quarterly. Maintain files and reports on locally produced forms. Type and process personnel complaints and adverse actions. Transcribe, type and process letters and reports as required. Maintain credit card log and prepare statements for processing. Prepare weekly transmittal of funds. Maintain personnel and medical/injury files for all employees. Assist the commander with all reports relating to personnel complaints and punitive action matters. Process all health, dental and vision benefits forms. Prepare all reports related to industrial injuries and/or departmental vehicle accidents. Prepare and log travel advances and travel expense claims. Distribute all monthly and overtime warrants. Operate and monitor equipment. Inform and train clerical staff on MIS requirements and procedures as they occur. Assure proper security and data entry. Obtain driver license and registration information as required. You will find additional information about the job in the Duty Statement.

Requirements

The position(s) require(s) the ability to type at a minimum speed as designated on the Class Specifications (link available in the additional documentation section). You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed, prior to being hired. Additional information regarding acceptable typing tests is available at the CalCareers.ca.gov website.
The position(s) require(s) a Background Investigation be cleared prior to being hired.

Nice To Haves

Knowledge of: Modern office methods, supplies and equipment; business English and correspondence; principles and techniques of effective supervision and training; department's Affirmative Action Program objectives; a supervisor's role in the Affirmative Action Program and the processes available to meet affirmative action objectives.
Ability to: Perform difficult clerical work, including ability to spell correctly, use good English and make arithmetical computations; follow oral and written directions; evaluate situations accurately and take effective action; read and write English at a level required for successful job performance; make clear and comprehensive reports and keep difficult records; meet and deal tactfully with the public; apply specific laws, rules, and office policies and procedures; prepare correspondence independently utilizing a wide knowledge of vocabulary, grammar and spelling; communicate effectively; and plan, organize, direct, and supervise the work of others; effectively contribute to the department's affirmative action objectives.

Responsibilities

Plans, assigns, organize, and reviews work of the clerical staff.
Provides general support to the Area Commander, and assist in hiring and training of new clerical staff.
Develops and implements new clerical procedures and cross trains clerical staff.
Prepares annual Performance Evaluation for clerical staff.
Prepare or supervise the preparation of, all required monthly, quarterly, and annual reports on a timely basis.
Review and edit documents for completeness, grammar, and accuracy.
Maintain and process all non-uniformed timekeeping, as well as uniformed timekeeping, to ensure FLSA and Pay Period deadlines for entry are met.
Review and distribute all incoming mail.
Maintains petty cash fund and act as Petty Cash Custodian.
Review manual revisions, distribute as required, advise clerical of pertinent changes.
File or delegate filing of all manual revisions.
Maintain all records and files required for invoices and purchase orders.
Maintain general files and adhere to required purging.
Process or supervise processing of inventory and requisitions, and all office supplies and forms quarterly.
Maintain files and reports on locally produced forms.
Type and process personnel complaints and adverse actions.
Transcribe, type and process letters and reports as required.
Maintain credit card log and prepare statements for processing.
Prepare weekly transmittal of funds.
Maintain personnel and medical/injury files for all employees.
Assist the commander with all reports relating to personnel complaints and punitive action matters.
Process all health, dental and vision benefits forms.
Prepare all reports related to industrial injuries and/or departmental vehicle accidents.
Prepare and log travel advances and travel expense claims.
Distribute all monthly and overtime warrants.
Operate and monitor equipment.
Inform and train clerical staff on MIS requirements and procedures as they occur.
Assure proper security and data entry.
Obtain driver license and registration information as required.