Office Supervisor

COUNTY OF LEHIGH PENNSYLVANIA • Allentown, PA

17h

About The Position

This is supervisory clerical work planning, directing and controlling all support functions for an organizational unit. A position in this class supervises the work of six to twelve lower-level clerical positions performing procedural and/or substantive clerical processing work, develops and implements operating systems, carries out administrative tasks, and assists in insuring the overall effectiveness of the organization. Work may include the personal performance of a variety of clerical duties and functions on an incidental basis. A position in this class is differentiated from those in related classes by the incumbent's responsibility for the orderly and efficient accomplishment of overall support operations. A position in this class reports directly to a higher-level technical, professional or administrative position.
TYPICAL EXAMPLES OF WORK:
Determines office support workload requirements; identifies regular and peak-and-valley workload demands, statutory or other external requirements for control and accountability, anticipated demand, result of delay or deferred action, and other elements bearing on work accomplishment; structures work processes and procedures, including workflow; designs individual work assignments; makes such work assignments, providing necessary background information and making suggestions as to approach, priority, or other relevant points; establishes schedules and control systems and spot checks progress in meeting same; adjusts, reassigns or takes other action to insure complete work accomplishment; reviews work for conformance to instructions and established practices, accuracy and completeness; corrects mistakes or reassigns for such correction.
Conducts individual and staff meetings to determine overall work progress, particular issues requiring attention and to address staff concerns; orients and trains new personnel in procedural and administrative techniques, requirements and practices; conducts performance evaluations; approves leave requests; effects disciplinary action, selection, promotion, formal training and other personnel management actions; determines equipment and supplies needed for maximum effectiveness; researches and prepares narrative and statistical arguments for purchase and/or installation of automated and other systems, equipment, etc.; secures or insures availability of equipment and supplies.
Provides statistical, narrative and evaluative information and analysis for use by management staff; evaluates office policy, practices and operations for overall efficiency and effectiveness; recommends changes in same to increase performance; reviews and responds to impact of new or revised laws, regulations, organizational structure or related elements affecting work accomplishment.
Maintains liaison with higher level officials or representatives from other County, Court, local, State or private agencies; coordinates program or system activities with those of such agencies; provides information, analysis and recommendations to improve effectiveness and efficiency of work affecting more than one organizational unit; observes work with applicants, taxpayers, clients and other visitors; assists with difficult individuals and/or suggests ways to improve such dealings; assists with problems such as incomplete or inconsistent information, missing records, or changes in enabling legislation; determines immediate and long-term means to handle such issues.
Performs related work as required.

Requirements

• Comprehensive knowledge of procedural and processing requirements governing workflow, work operations, records keeping, documentation and similar functions in administrative, governmental, judicial or similar offices.
• Thorough knowledge of the organizational and functional relationships within the County, Court and related organizations.
• Knowledge of methods and techniques commonly used in supervising a small to medium staff of clerical employees.
• Skill in gathering information from and responding to a variety of individuals, both within and outside of the County or the Court.
• Skill in organizing workload, establishing priorities and insuring the completion of clerical processing requirements.
• Ability to establish and maintain effective working relationships with associates, callers, visitors, clients, representatives of other offices and members of the public.
• Ability to operate typewriting, computing and other office equipment, including word processing, spreadsheet, data-base, graphics and/or similar computer programs, if required by work assignment.
• Education equivalent to completion of the twelfth school grade.
• Five to six years clerical experience in an administrative, professional, governmental or judicial setting, two years which shall have been at the full performance level.
• Or any equivalent combination of acceptable training and experience which has provided the knowledge, skills and abilities cited above.

Responsibilities

• Determines office support workload requirements
• Structures work processes and procedures, including workflow
• Designs individual work assignments
• Establishes schedules and control systems and spot checks progress in meeting same
• Reviews work for conformance to instructions and established practices, accuracy and completeness
• Conducts individual and staff meetings to determine overall work progress, particular issues requiring attention and to address staff concerns
• Orients and trains new personnel in procedural and administrative techniques, requirements and practices
• Conducts performance evaluations
• Approves leave requests
• Effects disciplinary action, selection, promotion, formal training and other personnel management actions
• Determines equipment and supplies needed for maximum effectiveness
• Researches and prepares narrative and statistical arguments for purchase and/or installation of automated and other systems, equipment, etc.
• Provides statistical, narrative and evaluative information and analysis for use by management staff
• Evaluates office policy, practices and operations for overall efficiency and effectiveness
• Recommends changes in same to increase performance
• Reviews and responds to impact of new or revised laws, regulations, organizational structure or related elements affecting work accomplishment
• Maintains liaison with higher level officials or representatives from other County, Court, local, State or private agencies
• Coordinates program or system activities with those of such agencies
• Provides information, analysis and recommendations to improve effectiveness and efficiency of work affecting more than one organizational unit
• Observes work with applicants, taxpayers, clients and other visitors
• Assists with difficult individuals and/or suggests ways to improve such dealings
• Assists with problems such as incomplete or inconsistent information, missing records, or changes in enabling legislation
• Determines immediate and long-term means to handle such issues
• Performs related work as required.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED