Office Services Supervisor I (Typing)

Job Description and Duties

Reads, interprets, and applies specific laws, rules, policies, and procedures - including, but not limited to, manuals and revisions, General Orders, Management Memorandums, and Information Bulletins. Incorporate changes into the Office Services job procedures to ensure instructions are up to date. Participates, as a member and schedules in office staff meetings for the command. Keeps the Lieutenant informed as to current situations, activities, and potential problems within the Office Services Unit. Assures the smooth and timely flow of information through the Office Services staff and distribution to other affected units, personnel, and agencies. Establishes and maintains central files for the command. Maintains annual purging of central files according to departmental policy.

Establishes and maintains business-like office decorum, including enforcement of Personnel Transactions Manual regulations of sick leave and vacations credits, and the Office Services vacation list. Provides reminders of safety hazards and unsafe actions, ensure subordinates practice good occupational safety procedures. Provides knowledge of operation of computers and office machines; procedures to obtain repairs and proper maintenance of office equipment. Oversees and maintains the Area Civilian Complaint file and log. Ensures confidentiality of sensitive and confidential information. Copies, routes, mails, and tracks confidential forms, files, and investigations. Files and maintains nonuniform and uniform personnel files. Completes, reviews, and processes monthly CHP 71, Attendance Report. Monitors and oversees weekly the arrest log, Trial by Declaration log, and missing Automated Timekeeping System - CHP 415, Daily Field Record forms. Provides proper control, security, and accounting of postage, petty cash, counter receipts, funds from the sales of reports, and acceptance of witness fees for subpoenaed personnel. Maintains control and oversight of forms and supplies. Prepares written correspondence independently utilizing a wide knowledge of vocabulary, grammar and spelling.

Maintains deadline and suspense file on all reports and due dates. Checks all required reports by maintaining daily, weekly, monthly, semi-annual, and annual suspenses. Assists annually in reviewing personnel files and purging them of outdated material. Assists staff in retrieving and filing items and files from Administrative Files.

Develops, updates, and revises standard operating procedures of Office Services job procedures and procedures for departmental forms. Assigns and controls equitable distribution of clerical workload to ensure sound operating procedures. Monitors Office Services function to ensure continuing equal distribution of workload. Edits and reviews completed written correspondence and forms for grammar, punctuation, completeness, accuracy, and compliance with all directives. Monitors the distribution, filing and mailing of correspondence and reports prepared by Area staff.

Conducts training of new nonuniformed employees. Reviews new employee orientation about the California Highway Patrol organization, agency terminology, office rules, usage of sick leave and vacation, work assignments, and all other related information. Trains new employees on the procedures of their job assignment. Conducts cross-training for all employees to ensure they are familiar with all facets of the Office Services functions and responsibilities for back-up of tasks. Monitors training effectiveness and evaluate work effectiveness. Maintains Office Services on the job procedures and reviews periodically. Establishes coaching and mentoring activities as needed.

Consults with the Lieutenant and prepares, discusses, and issues annual job performance reports and probationary evaluations. Recognizes the need for formal disciplinary action. Consults with Lieutenant and mutually determine the action to be taken. Prepares and issues commendable or censurable incident reports, memorandums of understanding, and memorandums of correction. Counsels employees regarding performance of duties, attitude, and needs. Provides direction and opportunities for clerical employees through the Upward Mobility Program.

Completes CHP 127, Request For Position Action, CHP 128, Request For Personnel Action, CHP 129, Duty Statement, compiles and processes all required forms for hiring clerical staff. Schedules interviews, as needed and interview applicants. Conducts clerical background investigations: driver license check, contact former employer and obtain any other appropriate information.

Investigate complaints against Office Services personnel and complete related reports.

You will find additional information about the job in the .

Special Requirements

• The position(s) require(s) a Background Investigation be cleared prior to being hired.

The Statement of Qualifications (SOQ) serves as documentation of each applicant's ability to present information clearly and concisely in writing. Each question must be numbered and addressed in the same order as the questions below. Th e SOQ must be typed , no more than 2 page in length , and 12-point Arial font.

1. Based on the duty statement, discuss your work experience, background and/or education that you believe makes you qualified for this position.

2. What supervisory training have you received?

3. What computer programs or systems have you used to track the productivity of subordinates? Explain.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

- Excellent organization and people skills

- Professional communication and telephone skills

- Great attendance, great attitude, punctuality, and dependability

- Working knowledge of personal computers

- Willingness to be cross-trained in all clerical positions

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.
• Criminal Record Supplemental Questionnaire
• Statement of Qualifications -

  A Statement of Qualifications (SOQ) is REQUIRED and MUST be submitted with your application to be considered for this position. Applications received without the SOQ will not be considered. Resumes in lieu of the SOQ will not be considered. Refer to the Special Requirement Section of this job posting for the SOQ questions.