Description
THIS POSTING MAY CLOSE AT ANYTIME.
DEFINITION
Under general supervision, to plan, organize, supervise, and participate in the work of an office support functions for an assigned work unit; to establish and maintain administrative records; may be assigned to oversee document screening for data entry into an automated computerized record keeping and information system; and to do related work as required.
DISTINGUISHING CHARACTERISTICS
This is the first full supervisory level in the Offices Assistant class series. This class is distinguished from Office Assistant III in that incumbents exercise full supervisory responsibilities rather than lead and work coordination responsibilities.
REPORTS TO
A variety of County supervisory or management positions, depending upon the department or program area where assigned.
CLASSIFICATIONS SUPERVISED
Office Assistant I, II, and III and/or Account Clerk I, II, III
TYPICAL PHYSICAL REQUIREMENTS
Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment, including telephones, calculators, copiers, facsimile equipment, and computers and related peripheral equipment such as printers and scanners.
TYPICAL WORKING CONDITIONS
Work is performed in an office environment; continuous contact with other staff; some contact with the public. Work may involve some stressful situations and include exposure to erratic and sometimes threatening behavior.
Example of Duties
(The following is used as a partial description and is not restrictive as to duties required.)
Plans, organizes, coordinates, and supervises the office and administrative support functions for an assigned work unit; assigns, may supervise document screening and data entry into an automated computer system; selects, trains, evaluates, and disciplines subordinate staff; determines the need for staff training and oversight and provides appropriate training and direction; schedules and monitors workload to ensure completion within established regulations, procedures, and time lines; develops or revises work practices and procedures to ensure efficiency and conformance with technical requirements and management direction; arranges for
additional staffing to meet established objectives; holds individual and/or group meetings to explain or interpret rules, regulations, and work procedures; performs the more difficult and responsible duties assigned to the section and relieves office support staff of assigned duties, as needed; handles difficult situations with the public and explains regulatory and procedural guidelines; establishes and updates administrative records and summaries for sections supervised, such as budgetary, personnel, payroll, production output, inventory control, work load, and workflow records; updates regulatory and procedure manuals; operates and oversees the operation of automated systems, requiring the interpretation of system requirements and assisting with the layout and formatting of fields, screens, and reports used in database, spreadsheet, or word processing software; may operate and oversee the development of production reports using an on-line, interconnected automated computer system.
Minimum Qualifications
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
One year of experience performing advanced journey level, or lead worker, office support duties.
Knowledge Of/Ability To
Knowledge of:
Policies, procedures, programs, and goals of the Department and unit where assigned.
Thorough knowledge of specialized areas of office support where assigned.
Good public relations techniques.
Maintenance of files and information retrieval systems.
Computers and software used in office and administrative support work.
Modern office methods and procedures.
Business letter writing.
Correct English usage, spelling, grammar, and punctuation.
Basic mathematics.
Principles of supervision, training, work coordination, planning, and employee evaluation.
Ability to:
Maintain on-going responsibility for the office support functions of an assigned work area or unit.
Select, train, supervise, evaluate, and discipline subordinate staff.
Exercise sound judgment when organizing, directing, and prioritizing unit activities.
Perform a variety of complex administrative, office, and general support work with minimal guidance and supervision.
Understand and apply regulatory, office practices, and procedural guidelines to a variety of unrelated situations.
Communicate the interpretation and application of complex regulations and procedures pertaining to the responsibilities of the unit.
Provide verbal and written technical direction to others.
Follow oral and written directions and instructions.
Learn the operation of automated data and information systems and accurately enter data into those systems.
Deal tactfully and courteously with the public and other staff when explaining the functions
and policies of the work area where assigned.
Establish and maintain cooperative working relationships.
In accordance with California Government Code section 3100, et., seq., all County of San Benito employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.
SAN BENITO COUNTY BENEFITS
Employees in regular, full-time positions will be eligible to participate in the following employee benefits:
Pay Day: Employees are paid bi-weekly.
Insurance Deductions: The insurance and benefits deductions will take place bi-monthly, normally the first two pay periods of the month. Bank/Credit union and 457 Retirement Deferrals deductions will take place bi-weekly.
Vacation: Based on continued years of service. Maximum accruals may apply depending on the bargaining unit.
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