Date:  July 12, 1999

Job Title:  CLERICAL SUPERVISOR II

Job Code:  L0006

Definition: This is line clerical work as a supervisor performing a very high range composite of the significant difficulty and responsibility factors.

An employee in this class performs within a volatile work setting involving the responsibility on a regular basis for supervising a work unit composed of numerous clerical employees. The work unit is engaged in an agency clerical function which includes multiple processes or the performance of several complicated office activities which are production or control oriented. The work schedule is subject to indeterminable shifts in work effort due to external influences, time frame constraints, or self-imposed priority changes. General supervision is received and work is seldomly reviewed except for the evaluation of overall effectiveness.

Examples of Work: Employees perform work of a nature related to the illustrative duties in this section.

Performs supervisory duties over a clerical section engaged in an agency clerical function which includes multiple processes or several complicated office activities that involve unpredictable and random inputs, general guidelines that require independent decision making on the most appropriate procedures to be followed in varied courses of action, decisions made on the desirability of methods and procedures to meet work objectives, and/or independent determinations on the best possible resolution to processing problems.

Plans, organizes, and delegates work among positions in a manner to insure a smooth processing flow and distributes assignments to the clerical staff after determining who is available to and capable of performing the work.

Examines and reviews the files, forms, documents, and records that have been processed by the staff for completeness and accuracy.

Rates and signs the performance evaluation for the employees in the section.

Adjusts employee complaints and recommends decisions on formal grievances.

Interviews and recommends the selection of applicants for vacant clerical positions within the section.

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

Prepares monthly accomplishment reports on processing activities in the section from daily production reports, logs, and files.

Proofs varying types of materials to insure the transfer of information is grammatically correct, complete, consistent, and adheres to agency rules and regulations; and that arithmetic computations for calculating prorated taxes, experience factors, project completion percentages, etc. are performed accurately.

Reads correspondence in order to become familiarized with contents and determines what procedures to pursue in providing the correct information which is in accordance with any applicable administrative and legal constraints.

Answers written inquiries relating to the status and operation of the section supervised.

Reviews the maintenance of cost, financial, tax, or disbursement records and statements that do not involve the use of standard accounting principles by checking the posting, entering, transferring, adjusting, and balancing of numerous accounts in the control process.

Prepares documents to purchase books, supplies, equipment, services, etc. by referring to catalogues, and other sources to obtain prices, specifications, and related information.

Organizes materials and sets up formats and layouts of documents to be internally processed or passed on to another work area.

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

Prepares time and absentee records for all employees in the section.

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 the policies, rules, regulations, and organization which relate to the agency clerical function or composite of complicated office activities.

*Knowledge of the specialized office procedures and practices used in the work section, and the proper conduct and actions necessary in maintaining harmonious working relationships.

Knowledge of the techniques used in planning and assigning work based on priority criteria and insuring smooth processing flow by distributing assignments to clerical staff after determining who is available to and capable of performing the work.

Knowledge of the techniques applied in rating the performance of other clerical employees.

Knowledge of the techniques used in a personal interview and the criteria involved in selecting applicants.

Knowledge of the techniques in using the English dictionary and referencing technical journals or code books.

Knowledge of the types, organization, and use of various kinds of office files that are organized according to multiple indexing methods; and logs, forms, and letter formats used in consolidating information from numerous sources.

*Knowledge of advanced arithmetic which involves calculations similar to adding, subtracting, multiplying, and dividing mixed numbers or complex fractions, conversions of fractions into decimal or percent form, and the use of variable formulas that are selected on a situation or problem basis.

Ability to present ideas, methods, procedures, and instructions that relate to a function which includes multiple processes 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 accuracy and completeness.

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

Ability to understand and follow oral and written instructions which explain the work objectives and general guidelines that require independent decision making on the most appropriate procedures to be followed in varied courses of action.

Ability to plan, assign, review, and provide guidance in the performance of a clerical function which involves an understanding of multiple processes and responsiveness to any portion of the function based on the demands or priority of the situation.

Ability to make independent determinations on the best possible resolution to processing problems.

Ability to develop and set up clerical procedures for the function.

Ability to assemble, organize, and present status information from various source materials concerning the operation of a function or complicated office activities.

Ability to proof varying types of information for conformance with a prescribed pattern or form, to assure the adherence to instructions and clerical office procedures, to maintain consistency of thought and requirements, and for compliance with specific administrative or procedural rules.

Ability to transfer information from forms which occur in random order and present it in a modified form according to rules and procedures.

Ability to use discretion and judgment in dispensing information which may be susceptible to misunderstanding or misuse in order to gain support or cooperation.

Ability to collect and organize material for reports by determining the information sources, appropriate information, and form of presentation.

Ability to compose correspondence of inquiry or explanation relating to a problem, request, or program need by surveying the nature of the item involved and determining the proper course of action to execute the presentation of information.

Ability to assign and review the maintenance of cost, financial, tax, or disbursement records and statements that do not involve the use of standard accounting principles and spot check the posting, entering, transferring, adjusting, and balancing of numerous accounts in the control process.

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

Ability to operate office and mail processing machines and instruct others in their use.

*Special selection criteria based upon the nature of the position.

Minimum Experience and Training: One year as a Clerical Supervisor 1;

or

Two years of complex clerical work experience;

or

Three years of moderately complex clerical work experience that included six months of clerical lead worker experience;

or

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

Commonwealth Equivalent PSG ST05