Date:  June 12, 1999

Job Title:  CLERICAL SUPERVISOR 1

Job Code:  L0005

Definition: This is supervisory work which involves supervising a small or single function clerical unit.

An employee in this class is responsible for supervising a moderate sized unit of clerical employees engaged in the clerical processing, typing, filing, or related activities in a variety of activities; or for supervising a small clerical unit involved in specialized clerical processes which are moderately complex. Work includes coordinating the unit's work with other clerical and non-clerical office units; making independent operating decisions concerning the appropriate disposition of work based upon experience and knowledge of office and departmental operations; and resolving personnel and labor relations problems involving members of the unit. Technical and policy problems are discussed with administrative and management officials and changes in operating procedures are subject to review and approval. Supervision of subordinates is through the assignment and review of work and includes training, employee development, and performance evaluation. Supervision is received through personal conferences, observation of the unit's efficiency and effectiveness, and the review of completed work and work reports by a supervisor.

Examples of Work: Plans and assigns work and insures smooth processing flow by distributing assignments to clerical staff after determining who is available to and capable of performing the work.

Explains methods and procedures to clerical staff and demonstrates the operation of office and mail processing machines such as the photocopier, adding machine, calculator, etc.

Supervises the typing of documents from handwritten draft and dictated magnetic tapes into draft or final form by setting up the letter formats, paragraphing, and proofing the information for correct spelling and grammatical form for such documents as letters, reports, contracts, transmittals, schedules, itinerary, vouchers, and agenda.

Supervises the maintenance of alphabetical, numerical, chronological, and similar files that involve inserting and/or retrieving documents, preparing new file folders, preparing index cards, cross-indexing, and posting and updating file contents.

Plans and provides guidance in the establishment and reorganization of filing systems as the need arises due to inadequacies of the old system, shifts in the priority of documents, additional storage requirements, inc.

Searches file contents to retrieve hard-to-locate documents, forms, records, etc. when the documents cannot be located using the normal method of file organization and must be examined for probable locations based on secondary indexing procedures.

Proofs materials to insure the transfer of information and arithmetic computations are correct, complete, and adhere to agency rules and regulations.

Composes memoranda in reply to requests or questions on the work process or related information.

Reviews the assigning of code numbers to financial and budgetary disbursement of funds and grants.

Registers, certifies, and insures outgoing mail according to postal regulations.

Insures that mail delivery schedules are punctual and mail is processed in the most efficient and expeditious manner.

Determines supply needs for the work unit and requisitions office supplies directly from a central stores unit.

Evaluates the performance and signs the necessary forms for employees working in the clerical unit supervised.

Adjust employee complaints and recommends decisions on formal grievances.

Performs related work as required.

Required Knowledges, Skills, and Abilities: Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; one, two, and three syllable words; and punctuation marks for word, number, sentence, phrase, and clause separation.

Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.

Knowledge of the techniques applied in using the English dictionary and reference materials.

Knowledge of the types, organization, and use of standard office files, logs, forms, and letter formats.

Ability to plan and assign work and insure smooth processing flow by distributing assignments to clerical staff after determining who is available to and capable of performing the work.

Ability to present ideas, methods, procedures, and instructions clearly and effectively, orally and in writing.

Ability to assemble, correlate, and appraise facts in order to identify and/or resolve existing or potential processing problems.

Ability to examine and review files, forms, documents, and records that have been processed by the staff for completeness and accuracy.

Ability to rate the performance of clerical employees in the work unit.

Ability to act judiciously in considering employee complaints, making adjustments, and recommending decisions on formal grievances.

Ability to plan and provide guidance in the establishment and reorganization of filing systems, record keeping systems, processing procedures, etc.

Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one digit whole number or decimal multipliers and divisors.

Ability to understand and follow oral and written instructions.

Minimum Experience and Training: One year of moderately complex clerical work experience;

or

Any equivalent experience and/or training which provided the required knowledges, skills, and abilities.

Commonwealth Equivalent PSG ST04