Sr. Supervisor Administration/(1139)

City of San José

SENIOR SUPERVISOR, ADMINISTRATION (1139)

CLASS CODE: See Above

DEPARTMENT:

Varies

ACCOUNTABLE TO:

Varies

FLSA STATUS: Non-exempt

CLASS SUMMARY:

Performs work of considerable difficulty in the supervision, coordination, and performance of specialized office clerical work requiring detailed knowledge of applicable procedures, policies, rules, and regulations. Performs related work as required.

DISTINGUISHING CHARACTERISTICS:

This class is the highest of the six levels in the Office Administration series. It differs from Supervisor, Administration Supervisor in that the latter classification normally supervises a smaller group of employees performing work that is less complex. The Senior Administration Supervisor classification supervises an administrative function, organization, or program that is more complex; and/or more visible to the public and considered of key importance to the image of the City; or supervises a large number of employees (typically 10 or more) at levels up to and including Staff Specialist. This classification may require supervision of different shifts.

QUALIFICATIONS

(These qualifications are typically required. An equivalent combination of education, experience, knowledge, skills, and abilities sufficient to satisfactorily perform the duties of the job may be substituted.)

Education and Experience:

Two (2) years of undergraduate course work from an accredited college or university (equivalent to at least 60 semester units or 90 quarter units) and four years of experience in varied office clerical work. The four years of experience must include two years of experience at the level of Senior Office Specialist or above including lead responsibility (must be customer service experience if supervising a clerical function involving primarily customer service). Additional experience at the level of Senior Office Specialist or above may be substituted for the education requirement on a year-for-year basis.

Minimum Knowledge, Skills and Abilities (position requirements at entry and depending on area of assignment):

Knowledge of principles and techniques of supervision in areas such as motivating, coaching, disciplining and appraising.
Knowledge of office practices and procedures.
Knowledge of basic English, vocabulary, spelling, grammar, punctuation, and records management.
Ability to organize, assign, coordinate, and supervise the work of others.
Ability to prepare reports, and keep records.
Ability to collect, compile, analyze and interpret data.
Ability to interact effectively with the public, all levels of management, employees, and others.
Ability to interpret and apply specific laws, ordinances and regulations, instructions, rules and procedures.
Ability to learn computer applications and systems as needed.
Ability to operate computers and other modern office equipment.
Ability to develop and maintain appropriate procedures manuals.

Desirable Qualifications (likely to contribute to more successful job performance; can often be learned on the job):

Thorough knowledge of the City’s methods and procedures utilized in the specific area being supervised.
Ability to handle difficult customers with poise and professionalism and resolve conflict or complaints.
Ability to learn basic financial or budgetary practices as required.
Knowledge of City departments and operating procedures.
Knowledge of the effective uses of computer equipment, databases, and various software programs.

DUTY NO.	TYPICAL CLASS ESSENTIAL DUTIES: (These duties and estimated frequency are a representative sample; position assignments may vary depending on the business needs of the department.) Duties may include, but are not limited to, the following:	FRE- QUENCY

1.	Supervises day-to-day operations of the work group. Prioritizes and assigns work, conducts performance evaluations, ensures staff are trained; and, makes hiring, promotion, termination and disciplinary recommendations, and any other recommendations related to the change in status of employees.	Daily

2.	Analyzes the work flow and administrative systems and procedures; develops efficient work processes and procedures, and documents procedures.	Daily

3.	Monitors expenditures of section; may project budget allocations, reviews cost of office equipment service and repair, balances receipts; prepares revenue vouchers and similar financial documents. Participates in budget preparation and review, as required.	As Required

4.	Gathers information and prepares reports and records related to the activities of the administrative function, staffing, budgeting, expenditures, revenue and other administrative issues.	As Required

5.	May represent the organization at Committees, meetings, conferences and other related events.	As Required

6.	Interprets City or departmental ordinances, regulations, or policies as required for the completion of clerical tasks.	Daily

7.	Works with a variety of agencies, other departments and the public to research and communicate information, and resolve administrative issues; handles complex or difficult situations encountered by clerical staff, such as hostile or angry customers.	Daily

8.	Participates in decisions on the proper equipment and software to be used by the clerical staff; ensures equipment is serviced and maintained properly in a cost-effective manner.	Daily

9.	Supervises the maintenance of files and records, including automated recordkeeping systems; develops filing/recordkeeping systems and procedures; and ensures retrievability of files or records.	As Required

10.	Utilizes a wide variety of computer applications and equipment including, but not limited to, some or all of the following: online computer systems, word processing software, database systems, automated recordkeeping systems, automated tracking programs, spreadsheets, presentation and graphics software.	As Required

11.	Performs work of a similar nature to the clerical employees being supervised.	As Required

12.	Performs other duties of a similar nature or level.	As Required

PHYSICAL REQUIREMENTS (Check all that apply to performance of the essential duties of the job)

	Climbing		Kneeling		Crawling
	Balancing		Lifting	X	Reaching
X	Stooping	X	Fingering	X	Standing
X	Talking		Grasping	X	Walking
X	Hearing		Feeling	X	Pushing
	Crouching

Depending on assignment, this classification may be sedentary or Light.

__X___Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

___X__ Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

_____Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

_____Heavy Work: Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.

_____Very Heavy Work: Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects.

CLASSIFICATION HISTORY :

Established 8/01; s000