OFFICE ASSISTANT III SUPERVISORY

Job Specifications

Class Code:

BC8

 Analyst:  TC  

Date Originated:	5/81
Dates Revised:	5/88, 9/90, 6/17

SANTA CRUZ COUNTY

DEFINITION

Under general supervision, to supervise a small group of clerical employees and to do a variety of clerical and typing work; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

Positions in this class exercise administrative and technical supervision over a small number of subordinates on a continuing basis and perform a variety of clerical and typing work. The exercise of supervisory skills and typing skills is essential to the satisfactory performance of work of all positions in this class. Elements of technical supervision exercised include training, determining characteristics of tasks to be performed, planning and laying out work, determining work flow within the unit, and determining priorities for completion of work. Incumbents exercise several elements of administrative supervision, such as preparing performance evaluations, prescribing work schedules and issuing warnings. Incumbents may have extensive public contact which requires explanation of departmental policies, rules and procedures and which requires broad knowledge of the functions of County departments.

TYPICAL TASKS

Prepares performance evaluations, prescribes work schedules and issues warnings, and participates in the selection of subordinates; provides technical supervision to subordinates, including assigning work and determining priorities for completion, determining work methods and flow within the unit, reviewing work for adherence to established procedures and for accuracy, completion and conformance to applicable rules and regulations and making changes as appropriate; types correspondence and other material requiring the application of subject matter knowledge and judgment in the selection of data or interpretation of rules and policies; types letters, reports, case histories, statistical data and other finished copy from rough drafts, margin notes, general instructions or machine transcription; corrects grammar, punctuation and spelling and proofreads copy; operates a magnetic card or other word processing machine in preparing case histories, reports, briefs, specifications and correspondence; types invoices, requisitions, data input documents and other material from copy, draft or notes; reviews reports, applications and records for accuracy, completion and compliance with applicable rules, regulations, procedures and precedents; posts a variety of information to control records where selection is based on use and purpose of media and applicable rules and regulations; sets up and maintains complex filing systems; compiles a variety of narrative and statistical reports, locating sources of information and devising forms to post and summarize data; provides information to the public, employees and other departments where judgment and explanation of departmental functions, procedures, policies and rules is required; refers persons to appropriate department or personnel for assistance; acts as the final check or expert on records or procedures for employees, departments or the general public; relieves technical staff or administrator of office details and more routine administrative details, including screening correspondence and calls, initiating replies to more routine correspondence, providing information with explanation of procedures and rules, maintaining and giving out information on complex records, and assembling information from files, resource documents and other departments which requires knowledge of County operations and departmental policies, rules and regulations; may provide vacation and other temporary relief for supervisor or for other classes as required.

EMPLOYMENT STANDARDS

Knowledge:

• Thorough knowledge of office procedures and practices, including preparation of correspondence and reports and filing;
• General knowledge of business English, spelling, grammar and punctuation;
• Thorough knowledge of standard typewriter set-ups and formats for business correspondence and reports;
• Some knowledge of the principles of supervision and training may be required.

Ability to:

• Plan, assign and supervise the work of others;
• Devise and modify work methods and procedures to serve changing needs;
• Perform varied clerical work involving independent judgment and requiring accuracy and speed;
• Accurately type finished copy from rough copy or machine transcription which may include technical terminology;
• Quickly learn the specific operations of the office to which assigned;
• Read and write English;
• Spell correctly and use correct English;
• Understand and follow oral and written directions;
• Establish and maintain cooperative relationships with the public and others contacted in course of work;
• Make arithmetic computations;
• Maintain complex records;
• Assemble and organize data and prepare reports from such records;
• Operate standard office equipment;
• Write neatly and legibly.

Training and Experience:

Any combination of training and experience which would provide the required knowledges and abilities is qualifying. A typical way to obtain these knowledges and abilities would be:

• Two years of experience or general office or clerical work. Formal secretarial or general office clerical training may be substituted for up to one year of the required experience on a year to year basis.
• Performance: Type at a corrected rate of 50 words per minute from clear copy or pass an equivalent performance test.

Previous Titles:  Typist Clerk III - Supervisory

Bargaining Unit:  41

EEOC Job Category: 06         

Occupational Grouping: 02

Worker's Comp Code: 0053