Office Services Supervisor (Departmental Promotional Only)

County of San Mateo•San Mateo, CA

5d•Onsite

About The Position

The Human Services Agency (HSA) Children and Family Services branch is seeking qualified candidates for an Office Services Supervisor. Under general supervision, the Office Services Supervisor will supervise Child Welfare Services (CWS) data and/or program support staff and clerical activities, provide complex, technical, or specialized office support for child welfare operations in a team-based setting. The ideal candidate will possess four years of office support or general clerical experience with at least one year of lead and/or supervisory experience. Have knowledge of child welfare policies and practices. Be extremely organized with the ability to prioritize tasks and assignments. Possess strong analytical and oral/written communication skills. Be proficient in Microsoft Office and SharePoint. Have a working knowledge of databases and basic report writing. Have experience supporting interdisciplinary teams, units, or multiple program areas. Establish and maintain a positive work environment.

Requirements

Departmental Status: An applicant must be a Human Services Agency employee with at least six months (1040 hours) of continuous service in a classified regular, probationary or extra help/limited term position prior to the final filing date may apply.
Four years of office support or general clerical experience.
At least one year of lead and/or supervisory experience.
Knowledge of child welfare policies and practices.
Extremely organized with the ability to prioritize tasks and assignments.
Strong analytical and oral/written communication skills.
Proficient in Microsoft Office and SharePoint.
Working knowledge of databases and basic report writing.
Experience supporting interdisciplinary teams, units, or multiple program areas.
Ability to establish and maintain a positive work environment.
Supervisory principles and practices, including work planning, scheduling, review, evaluation, and employee training and corrective action.
Policies, procedures, and terminology related to the department or function to which assigned.
Applicable laws, ordinances, rules, and regulations.
Office administrative practices and procedures, including records management and the operation of standard office equipment.
Business arithmetic, including percentages and decimals.
Business letter writing and the proper form for typed materials; correct English usage, including spelling, grammar, and punctuation.
Business data processing principles and the use of word processing or personal computing equipment.
Plan, assign, supervise, review, and evaluate the work of others.
Train others in work procedures.
Read, interpret, and apply rules, policies and procedures.
Organize, research, and maintain office files.
Compose correspondence independently or from brief instructions.
Use initiative and sound independent judgment within established guidelines.
Establish and maintain effective working relationships with those contacted in the course of the work.
Organize and prioritize work, meeting critical deadlines and follow up on assignments with a minimum of supervision.
Analyze and resolve varied office administrative problems.
Operate standard office equipment, including a word processor or computer terminal and centralized telephone equipment.

Responsibilities

Supervise and direct office support staff and activities.
Plan, schedule, and assign office support work such as drafting correspondence, typing, word processing, reception, filing, recordkeeping, report preparation, and similar clerical and fiscal activities.
Participate in hiring staff and making recommendations to management for approval.
Train assigned staff in all areas of responsibility.
Evaluate employee performance, counsel employees, and effectively recommend initial corrective action and other personnel decisions.
Determine work schedules and authorize leaves while ensuring effective, efficient, and timely completion of all work.
Provide input into the budget and goal setting processes for the programs of responsibility.
Perform complex, technical, difficult, and/or specialized support work related to the division.
Attend to office administrative and fiscal details, such as supply inventory, equipment purchase and maintenance, ensure support of programs and relief coverage are attended to; operate standard office equipment.
Answer inquiries, provide information, and resolve complaints from the public or county employees regarding the function and activities of the division, using judgment and interpretation and application of policies, rules, and procedures.
Develop, recommend, implement, and maintain improved operating procedures, forms, and work processes.
Research and compile operational and statistical data and information from varied sources; maintain records and prepare special and periodic reports.
Perform related duties as assigned.