Office Supervisor

Job Title

Supervises, trains, and directs the clerical operations of the assigned Office Assistants and Office Technician. Allocates clerical functions to ensure completion within the time limits established. Ensures clerical personnel are receiving in-service training and all training associated with the Department and/or job related duties. Spot checks and reviews all clerical work for accuracy, completeness, and composition. Oversee the Area Suspense Files. Supervises equipment/supply requisitions. Maintains and secures Area files, and file on a daily basis as needed, and oversees the electronic Area Files system and Area file suspense system. Completes and/or oversees required monthly, quarterly and annual reporting as required. Proofreads out-going memorandums, letters, forms, MIS messages, and correspondences. Reviews for completeness, copies and distributes to staff. Provides for the proper control and accounting of petty cash funds and transmittal for weekly reporting to Headquarters, and purchase miscellaneous equipment and supplies, oversees contract invoice processing, and maintains a P-Card and makes P-Card purchases. Maintains the retention of all Area reports and correspondence. Establishes procedures to ensure the timely and accurate destruction of Area reports and correspondence. Reviews and processes all transfers, relocation packages, retirement, injuries, and other personnel related forms. Reviews evaluate and prepares performance evaluations for clerical personnel to ensure maximum performance, which includes the CHP 118A, Annual Performance Appraisals and STD 636, Report of Performance for Probationary Employees.Processes electronic and manual CHP 71, Attendance Reports. Upon receiving draft copies of the manual CHP 71 for non-uniform employees and managerial staff, the OSS II will verify accuracy of all information before transferring information on the original CHP 71. Maintains absence log to document sick leave usage. Maintains and updates the CHP 442, Individual Accident, Injury and Safety Recognition, forms maintain the OSHA 300 log and process related CHP 121, Employer's Report of Occupational Injury or Illness files. Coordinates the hiring process as outlined in departmental policy to refill vacant clerical positions. Prepares documentation to request refill, advertise, conduct interviews for candidate selection and prepare required documents for new hires. Prepares monthly Assigned Personnel and Equipment report for Area personnel. Includes the tracking and recording of personnel activity; transfers in/out, pending retirement, limited duty and vacant potions. Processes related reports through proper channels. Analyzes clerical support needs of the Area, and assigned work to ensure equitable workloads. Answers incoming telephone calls by the fourth ring as necessary. Acts as first level of review for Bargaining Unit 4 employees complaints and/or grievances. Performs other job related duties as required.

You will find additional information about the job in the Duty Statement.