Office Supervisor

State of Maryland•Baltimore City, MD

13h•Onsite

About The Position

The primary function of the Office Services Supervisor is to lead, manage and monitor the administrative/clerical tasks and special projects workflows for the Clerical Unit in a cohesive and ethical manner. Successful management and monitoring of the Unit includes developing, analyzing, implementing, and applying federal and State regulations and policies, training materials, and standard operating protocols. The Supervisor must be able to develop and maintain electronic tools to track and assess data to monitor key performance indicators to identify workflow efficiencies and gaps to ensure compliance with federal and State regulations, improve operation performance, and monitor Office Services Clerks overall performance. The Office Services Supervisor must continuously be knowledgeable of Administrative and Office best practices as well as federal and State Medicaid regulations and policies. This knowledge is imperative to the Supervisor successfully being able to analyze and monitor tasks completed by staff to ensure regulations and policies were interpreted and applied accurately and timely by Office Services Clerks. The Supervisor’s quality assurance assessment must ensure the Office Services Clerks accurately analyzed and authenticated verifications, including but not limited to applications, technical verifications, income, asset, resource, financial verifications, when completing tasks for Medicaid cases and when updating data systems for accuracy and timeliness compliance. This knowledge is also required when the Supervisor is training Office Services Clerks or other internal staff, drafting Standard Operating Protocols (SOP), providing technical assistance, conducting unit meetings, and researching and resolving administrative concerns. Additionally, the Supervisor must be able to communicate concisely due to their contact with internal staff, vendors, representatives from other State offices, applicants, recipients, authorized representatives or representatives from federal and State government entities to address concerns. The Supervisor must also ensure the office is able to run smoothly by ensuring adequate supplies are available, submitting and following up on equipment and maintenance requests, managing conference room calendars, and assisting management with office function tasks. At all times, this position will provide customer service to both internal and external customers that meet or exceed the standards of EDD, the Department, and/or State.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Four years of experience performing clerical duties.
Additional experience performing clerical duties may be substituted on a year-for-year basis for the required education.
Education from an accredited college or university at the rate of thirty semester credit hours for one year of experience on a year-for-year basis for the required experience.
Six months clerical training with three courses in subjects such as keyboarding, clerical math, word processing, spreadsheets, database, graphics presentation, proofreading, or office etiquette may be substituted for six months of the required experience.
U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical or Office Services specialty codes in the Administrative Support field of work on a year-for year basis for the required experience.

Nice To Haves

Experience with Microsoft Office
Experience managing deadlines in a fast-paced environment
Excellent verbal and written communication skills
Exceptional organizational and multitasking skills
Strong attention to detail and follow-through

Responsibilities

Lead, manage and monitor administrative/clerical tasks and special projects workflows for the Clerical Unit.
Develop, analyze, implement, and apply federal and State regulations and policies, training materials, and standard operating protocols.
Develop and maintain electronic tools to track and assess data to monitor key performance indicators.
Identify workflow efficiencies and gaps to ensure compliance with federal and State regulations.
Improve operation performance and monitor Office Services Clerks overall performance.
Analyze and monitor tasks completed by staff to ensure regulations and policies were interpreted and applied accurately and timely.
Ensure accurate analysis and authentication of verifications, including but not limited to applications, technical verifications, income, asset, resource, financial verifications.
Update data systems for accuracy and timeliness compliance.
Train Office Services Clerks or other internal staff.
Draft Standard Operating Protocols (SOP).
Provide technical assistance.
Conduct unit meetings.
Research and resolve administrative concerns.
Communicate concisely with internal staff, vendors, representatives from other State offices, applicants, recipients, authorized representatives or representatives from federal and State government entities to address concerns.
Ensure adequate supplies are available.
Submit and follow up on equipment and maintenance requests.
Manage conference room calendars.
Assist management with office function tasks.
Provide customer service to both internal and external customers.