CLERICAL SUPERVISOR II

Job Specifications

SANTA CRUZ COUNTY

DEFINITION

Under direction, to plan, organize and implement administrative and office management clerical systems and processes; to supervise a large clerical staff performing varied and difficult clerical work, or several units, through subordinate supervisors, with diverse non-routine clerical functions; may provide administrative and/or secretarial support to a department head; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

This is the second full-supervisory level in the general clerical series. Positions in this class supervise: (1) several units with different functions through subordinate supervisors; (2) a large unit of second (e.g., journey) and third level clerical positions performing varied and difficult clerical work; or (3) a very large staff of second level positions performing a variety of clerical work. Incumbents are responsible for planning, organizing and implementing administrative and office clerical systems and processes. Positions in this class may also provide administrative and/or secretarial support to a department head and perform the full range of secretarial functions in addition to exercising administrative and technical supervision over a group of clerical subordinates.

TYPICAL TASKS

Plans, assigns, and reviews work, gives instructions and makes decisions on difficult clerical problems in connection with the work of subordinate clerical staff; schedules work to meet deadlines; establishes priorities; determines efficient ways to organize tasks of subordinates; maintains liaison with other units or offices to insure efficient work flow; assists subordinates in handling difficult or unusual problems; reviews work of subordinates for adherence to established procedure and for accuracy, completion and conformance to applicable rules and regulations and makes changes as appropriate; directs work flow between units; prepares performance evaluations, makes recommendations on or selects subordinates; issues warnings; prescribes work schedules, vacation plans, and work shifts; directs the training of subordinates; instructs new employees in departmental policies and rules; recommends, plans, implements and directs new and revised administrative and office clerical systems and procedures; estimates supply and equipment requirements for budgetary purposes; assists in the preparation of departmental budget; provides explanations to employees, departments and the public which require thorough knowledge of County operations and of departmental operations, rules and procedures; does difficult and complex clerical work as required; may provide secretarial and/or administrative support to a department head to include researching, compiling, performing simple analyses of data and coordinating less complex administrative projects; may provide vacation relief for other classes as required.

EMPLOYMENT STANDARDS

Knowledge:

  Thorough knowledge of:

• Office organization, procedures and practices and the operation of standard office equipment.
• Record keeping systems.
• Formats for business correspondence and reports.

  Working knowledge of:

• The principles of supervision and training.
• Business English, vocabulary, spelling, grammar and punctuation.

  Some knowledge of:

• The application of automated data processing to business office operations.
• The principals of administration and management.
• The administrative process unique to the County department or agency assigned.
• Overall structure and function of County governmental operations.
• The principals and techniques of procedures and systems analysis.
• The application of statistical methods to research may be required for some positions.

Ability to:

• Plan, assign, supervise, coordinate and review the work of a large number of employees performing a variety of clerical functions;
• Plan, implement and direct clerical office administrative and management systems;
• Understand, interpret and apply laws, rules and written and oral direction to specific situations;
• Research, compile, and perform simple analyses of data;
• Establish and maintain cooperative relationships with the public and others contacted in course of work;
• Evaluate and resolve potentially sensitive issues through discussion and persuasion in order to gain concurrence and cooperation;
• Perform highly complex and difficult clerical work requiring considerable independent judgment;
• Communicate clearly and logically orally and in writing;
• Make arithmetic or mathematical computations;
• Operate word processing or micro computers to input, access and print data and reports;
• Accurately type and/or utilize word processing or micro computer to produce finished copy or machine dictation which may include technical terminology from rough copy may be required for some positions;
• May take and transcribe dictation at a rate of 85 words per minute.

Training and Experience:

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

Four years of responsible clerical experience at the journey level or higher that demonstrates application or possession of the required knowledge and abilities listed above, including one year in a supervisory capacity. Formal secretarial or general office clerical training may be substituted for up to one year of the required non-supervisory experience on an hour for hour basis.

Special Requirements:

Performance: Some positions may require successful completion of a performance test, which demonstrates keyboard and formatting proficiency.