Office Services Supervisor

The Position

The current vacancy is in Ukiah with the Air Quality Management District. The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in a variety of departments, service areas, and locations throughout the County, should they occur. Pursuant to current bargaining unit agreements, employees regularly assigned to the coastal region or in Covelo are eligible to receive a 5% assignment premium.

Supervises staff and performs a variety of highly complex administrative functions in support of a department director or a division director of a large department. Examples of duties include: coordinating work processes; training staff and appraising performance; developing various complex (often confidential) reports requiring extensive research and gathering of information and/or statistics; maintaining personnel files and generating related paperwork; preparing and/or monitoring contracts and related documents;

developing and maintaining various filing systems; assisting in and/or developing policies and procedures; and developing the budget and tracking budget expenditures. Supervisor Academy is mandatory for all supervisors and consists of nine courses that must be completed within two years. Participation is required and completed during work hours.

Duties may include but are not limited to the following:

• Carries out supervisory/managerial responsibility in accordance with policies, procedures and applicable laws including: interviewing, hiring and training, planning, assigning and directing work, establishing deadlines, appraising performance, rewarding and disciplining employees, addressing complaints and resolving problems.
• Oversees the daily office procedures and workflow of the department as well as many of the business functions of the department; performs clerical functions, legal work, fiscal operations, etc., unique to department; processes routine and non-routine matters independently; receives, reviews and processes various financial records and transactions, ensuring accuracy and adherence to policy and applies approval; relieves director or elected officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards;
  
  monitoring and communicating departmental policies and procedures, and updating publications for final approval. Provides information, advice, feedback, or assistance to others within the department to refine work outputs or resolve problems. Reports unresolved administrative and/or operational problems to supervisor.
• Participates in developing and monitoring the division/department budget by researching and justifying requests, advising on choices, making recommendations, typing, calculating, and coordinating completion; maintains budget records throughout the year, balances and reconciles budget, and prepares quarterly financial reports; attends budget meetings/hearings.
• Develops, communicates, and monitors policies, procedures, and standards for the division or department related to administrative support functions; recommends improvement when necessary.
• Relays and interprets administrative decisions, policies and instructions; answers various inquiries; explains policies and procedures and arranges appointments.
• Analyzes and interprets new legislation, codes, mandates, etc., and disseminates information to staff.
• Prepares payroll reports for assigned division or department. Prepares and processes claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents. Takes in, accounts for and issues receipts for money and makes daily or weekly bank deposits.
• Coordinates division/department information systems projects/needs, arranges for system or software installation or upgrades and/or performs or schedules related training for staff members.
• Maintains, reviews and processes various permits, applications, and other documents.
• Processes and maintains all confidential personnel records and payroll information for the division/department, including generating personnel transactions, setting up interviews, maintaining filing system.
• Formats and types letters, memos, charts, labels, reports, or other correspondence on a computer, word processor or typewriter and proofs correspondence and related documents; composes correspondence in accordance with standard policies; types documents containing complex terminology; prepares complex, routine and non-routine reports (including annual reports) as requested utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports;
  
  prepares work reports; composes confidential correspondence and maintains files associated with same.
• Maintains contracts which include monitoring flow of documents, consulting with and advising staff of essential…