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.

TYPICAL DUTIES

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.

MINIMUM QUALIFICATIONS

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 or software‑specific computer proficiency may be required prior to appointment.

KNOWLEDGE

Principles and practices of employee supervision and training General office practices and procedures Principles and practices of prioritizing, planning and organizing work Clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance Advanced clerical methods of researching, gathering, organizing and reporting data Fundamental analytical principles and processes Personal computer systems and general office computer software Public relations and interviewing techniques Advanced filing and record keeping systems Complex correspondence and report formats Clerical accounting methods and practices

ABILITY

Provide first‑level supervision over a large group of clerical/office technical/secretarial employees; perform basic quasi‑administrative/analytical work to assist management with various specialized office activities; research, interpret, and apply laws/regulations, court orders, program policies/procedures, and third‑party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program‑specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations.

PHYSICAL/MENTAL REQUIREMENTS

Mobility – frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing. Lifting – frequently 5 pounds or less; occasionally 5 to 30 pounds. Visual – constant good overall vision and reading/close‑up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision. Hearing/Talking – frequent hearing of normal speech, hearing/talking on the telephone, talking in person. Emotional/Psychological – frequent decision making, concentration, and public contact. Special Requirements – some assignments may require working weekends, nights, and/or occasional overtime. Environmental – occasional exposure to varied weather conditions.

BENEFITS

Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021. Health Insurance: San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available. Dental Insurance: The County provides employees with a choice of two dental plans: Delta Dental and United Health Care‑Select Managed Care Direct Compensation Plan. There is no cost for employee‑only coverage in either plan; dependent coverage is available at the employee’s expense. Vision Insurance: The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee‑only coverage; dependent coverage is available at the employee’s expense. Life Insurance: The County provides eligible employees with life insurance coverage as follows: 1 but less than 3 years of continuous service: $1,000 3 but less than 5 years of continuous service: $3,000 5 but less than 10 years of continuous service: $5,000 10 years of continuous service or more: $10,000 Employee may purchase additional term life insurance at the group rate. 125 Flexible Benefits Plan: This is a voluntary program that allows employees to use pre‑tax dollars to pay for health‑related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2,550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5,000 annual limit). Retirement Plan: Employees of the County are covered by the County Retirement Law of 1937. Deferred Compensation: The County maintains a deferred compensation plan under Section 457 of the IRS code. Employees may annually contribute up to $22,500 or 100% of their includible compensation, whichever is less. Individuals age 50 or older may contribute up to $30,000. A Roth IRA (after tax) is also available.

EQUAL OPPORTUNITY EMPLOYER

San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org). #J-18808-Ljbffr SAN-Joaquin-Count