Office Supervisor

San Joaquin County is seeking experienced office professionals to lead and support clerical operations across various departments. The Office Supervisor position is a great opportunity for individuals who enjoy guiding staff, coordinating daily operations, and contributing to meaningful work that supports County services and the community.

• Functions as a first‑level supervisor, usually over a medium to large‑sized clerical unit; assigns, reviews, directs and evaluates the work of subordinate clerical staff, ensuring that work is distributed to maintain flow and quality within established standards.
• Orients new employees to the unit, provides training, ensures staff understand and comply with unit policies, procedures, and standards, interprets rules, regulations, and procedures, provides interpretation of policies based on management expectations.
• Performs highly complex work within the unit, which may include the provision of basic quasi‑administrative/analytical support to managers, supervisors, professionals and other staff.
• Gathers, analyzes and maintains specialized and complex information related to a wide range of departmental operations.
• Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions.
• Coordinates and/or performs departmental personnel, payroll, purchasing, inventory, systems maintenance and/or other functions.
• May perform highly‑advanced clerical accounting duties, prepares summaries of unit activities, prepares reports and correspondence related to unit activities.
• Prepares a variety of difficult and complex reports, letters, resolutions and other documents; maintains and monitors complex work logs and tracking systems; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information.
• Develops and maintains complex spreadsheets and databases, either by hand or computer; develops forms, form letters and related documents; may modify or create basic software applications.
• May develop and recommend office policies; reviews office procedures and recommend changes to improve office efficiency and effectiveness; implements changes to office policies and procedures.
• Provides secretarial support to managers and/or other staff; serves as a liaison between superiors and staff; receives and screens visitors and callers and exercises considerable judgment in their disposition; schedules meetings and appointments for superiors; makes travel arrangements.
• Interprets and explains a limited range of specialized or technical information; may take and transcribe minutes at meetings, conferences or hearings.

Special

Note:

For positions reclassified to this class as part of Classification Study #01-18, incumbents occupying those positions on the effective date of the study implementation shall be deemed to meet the minimum qualifications for the class.

Either:

• Experience I: One year of work at a level equal to or higher than Office Assistant Specialist in San Joaquin County service.
• Experience II: Two years of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service.
• Experience III: Four years of general clerical, secretarial and/or office technical work, including at least two years performing duties at or above a full‑journey level.

Substitutions: (a) One year of business training in an approved vocational training program may substitute for one year of the above‑required experience; (b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above‑required experience.

Certificates:
If required by the nature of the assignment, (1) Possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or (2) Possession of an acceptable proficiency certificate in one or more computer software programs.

Special Requirement:
Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment, demonstrated general…