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Office Supervisor

5 months ago

Portsmouth, United States City of Portsmouth Full time

**General Statement of the Job & Essential Functions**:
**GENERAL STATEMENT OF JOB**

Under general supervision, this position supervises subordinate personnel performing a variety of routine clerical functions in support of departmental activities by coordinating and training customer service personnel and approving, extending, and assisting customers with utility payment arrangements. Reports to the Customer Service Manager.

**ESSENTIAL JOB FUNCTIONS**

Performs administrative support work such as word processing, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgment and deter

Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; responds to inquiries and complaints; provides information on policies and procedures; performs administrative support activities; responsible for establishing, coordinating, and/or maintaining filing and record system.

Responsible for the effective supervision and administration to include monitoring expenditures, staff development and training, succession planning, performance management, employee relations, prioritizing and assigning work and related activities.

Use departmental database systems to accurately record and manage information related to department programs and services; prepare correspondence and reports; and maintain and verify the accuracy of all records of revenue collected and analyze, correct, and/or document any discrepancies between revenue collected and items or services purchased; and oversee the maintenance of personnel records.

Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.

**Knowledge, Skills & Abilities**:
**PERFORMANCE INDICATORS**

**Knowledge of Job**: Has thorough knowledge of organizational development theories and practices, including training principles and methodologies. Has considerable knowledge of modern office practices and procedures and the organization and function of the department. Knowledge of human resources and modern business principles, theories and practices and related laws and regulations. Has considerable knowledge of organization, functions and programs of municipal government. Has considerable skill in the collection and analysis descriptive data and report writing. Has experience working with computers. Has considerable knowledge of the current literature, trends and developments in the fields of human resource management and organizational development. Can exercise tact and courtesy in frequent contact with employees, staff, and citizens. Is able to understand and follow oral and written instructions. Is able to establish and maintain effective working relationships as necessitated by work assignments.

**Quality of Work**: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co
- workers and the public.

**Quantity of Work**: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”

**Dependability**: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards, and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

**Attendance**: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time? off requests.

**Initiative and Enthusiasm**: Maintains an enthusiastic, self?reliant and self?starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

**Judgment**: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Research problems, situations and alternatives before exercising judgment. Seeks expert or experienced advice when necessary.

**Relationships with Others**: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departme