JOB TITLE: CLERICAL SUPERVISOR 2

JOB CODE: 00200

SERIES NATURE OF WORK: The Clerical job series describes work providing office support and reviewing and processing documents and information.

DEFINITION: This is supervisory and clerical work.

An employee in this job supervises staff performing complex clerical work requiring the application of independent judgment, or supervises a lead worker over moderately complex clerical work. Work involves supervising positions responsible for office or program support functions in the review and processing of data, information, forms, and other documents, and the keyboarding of data and information into computer systems. Work may involve supervising positions responsible for creating and formatting documents, organizing and verifying information, performing mathematical calculations, maintaining files and records, or assisting the public in completing governmental forms or obtaining general information about programs and services. Work may also involve supervising positions that provide clerical support to other staff or overall office operations. An important aspect of this work involves ensuring efficiency in the clerical unit’s workflow and recommending improvements that meet operational needs. Supervision is received through personal conferences, observation of the work unit’s efficiency and effectiveness, and the review of completed work and reports.

   DISTINGUISHING CHARACTERISTICS:

• Work is differentiated from the Clerical Supervisor 1 job based on the requirement to supervise at least one Clerical Assistant 3.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Supervises staff responsible for complex clerical work.

• Plans, organizes, and assigns work to staff based on priorities and adjusts work to meet changing priorities and deadlines.

• Trains employees in office procedures and work methods, including document processing and the operation and maintenance of office equipment and systems.

• Responds to questions and provides assistance to the public, other employees, and subordinates.

• Supervises the preparation of correspondence, reports, forms, and other documents.

• Supervises the keyboarding of data and information into records, forms, templates, spreadsheets, tables, systems, and other documents and formats.

• Reviews information processed to ensure accuracy, completeness, organization, and acceptability with operating procedures and policies.

• Proofreads documents and ensures information is grammatically correct, complete, consistent, and adheres to procedures and standards.

• Verifies mathematical calculations of balances, receipts, amounts due, penalties and interest, overpayments and underpayments, and production levels.

• Performs the full range of supervisory duties.

• An employee in this job may participate in the performance of subordinates’ work consistent with operational and organizational requirements.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Knowledge of standard vocabulary and usage, spelling, grammar, and punctuation.

• Knowledge of standard office practices and procedures.

• Ability to use an alphanumeric keyboard.

• Ability to proofread information for conformance with prescribed standards.

• Ability to sort and file information.

• Ability to perform mathematical calculations.

• Ability to follow oral instructions.

• Ability to read and understand written materials.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• One year as a Clerical Supervisor 1;

or

• One year as a Clerical Assistant 3;

or

• Two years of as a Clerical Assistant 2;

or

• An equivalent combination of experience and training.

SPECIAL REQUIREMENTS:

• Certain positions require keyboarding skills to meet standards for speed and accuracy.

• Certain positions require the ability to take and transcribe dictation.