Office Supervisor
City of Sacramento - Sacramento, CA

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Exam #15024-13

ONLY ONLINE APPLICATIONS WILL BE ACCEPTED

DEFINITION

To supervise the clerical, record keeping, and other support functions of a department or a large division.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from III level classes by the responsibility for the supervision of a significant number of clerical personnel and the management of all centralized clerical support functions within a department or major division. The Office Supervisor class is distinguished from the Secretary class in that the latter is the personal secretary to a department head.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the department head or other management position. Responsibilities include direct supervision of subordinate clerical positions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

EXAMPLES OF DUTIES

Depending upon assignment, duties may include, but are not limited to, the following:
  • Supervise, assign, and participate in the work of the clerical section of the assigned department; review work upon completion for conformance to department requirements; supervise, train, and evaluate subordinates.
  • Compose routine correspondence not requiring the personal attention of management.
  • Screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information regarding the intent of instructions, precedents, and regulations.
  • Relieve the department head of routine personnel, budget, payroll, and purchasing duties; gather and prepare information for routine reports.
  • Initiate and maintain a variety of files and records of information such as payroll, attendance, budget, production and cost records; maintain manuals and update resource materials.
  • Make routine appointments and arrange conferences and meetings.
  • May provide clerical support to a board or commission, including the preparation of the agenda assembling background materials and taking minutes of the meetings.
  • Conduct special studies relating to the development and implementation of clerical procedures and policies.
  • Recommend organizational or procedural changes affecting administrative clerical activities.
  • Participate and assist in the administration of a department; prepare comprehensive reports, compile annual budget requests, and recommend expenditure requests for designated accounts; review, log, determine priority of and route correspondence.
  • Research, compile, and analyze data for special projects and various reports.
  • Supervise, train, and evaluate subordinates.
  • Perform related duties as assigned.

QUALIFICATIONS:

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Four years of increasingly responsible clerical experience including some supervisory experience and at least one year of experience comparable to that of the III level clerical class in the City of Sacramento.

Education:

Specialized clerical courses.

Important Note:

Proof of required education such as college transcripts or degrees must be submitted to the City of Sacramento Employment Office in person, by fax at (916) 808-8567, or as attachment(s) to the online application. If submitting in person or via fax, please include your name and Exam #15024-13 on your documents and submit by the final filing date, Friday, July 19, 2013 .

THE SELECTION PROCEDURE:

1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application at www.cityofsacramento.org/hr/employment/ by the final filing deadline ( 5:00 pm on Friday, July 19, 2013 ).
  • Employment applications must be submitted online; paper applications will not be accepted.
  • Employment applications that do not list current and/or past job-related experience in the "Work Experience" section will be considered incomplete and rejected .
  • Incomplete applications will not pass the application review; information omitted from the "Work Experience" section cannot be considered or assumed.
  • A resume or answers to the supplemental questions will not substitute for the information required in the "Work Experience" section.
  • Employment applications with "see resume" in the "Work Experience" section will be considered incomplete and rejected .
  • Proof of required education and degree equivalency can be submitted online with your application, delivered in person, or sent to the Employment Office by mail or fax to (916) 808-8567.
2. Written Test. (Weighted 100%) – Qualified candidates will be notified by mail and/or email based on their notification preference of the written test date, time, and location approximately two weeks prior to the test. The written test will be job related and may include, but not be limited to, the following areas:

Knowledge of:
  • English usage, spelling, grammar, and punctuation.
  • Modern office methods, procedures, and equipment and business letter writing.
  • Organization, procedures, and operating details of the City department to which assigned.
  • Principles of supervision, training, and performance evaluation.
Ability to :
  • Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
  • Communicate effectively, orally and in writing.
  • Work cooperatively with other departments and outside agencies.
  • Interpret and apply administrative and departmental policies, laws, and rules.
  • Supervise, train, and evaluate clerical personnel.
  • Type at a speed of 50 net words per minute may be required.
  • Work independently in the absence of supervision.
  • Analyze situations carefully and adopt effective courses of action.
  • Compile and maintain complex and extensive records and prepare reports.
  • Understand and carry out oral and written directions.
  • Plan, coordinate, and supervise the work of subordinates.

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