Office Services Supervisor

3 weeks ago

Tehama, United States California Highway Patrol Full time

Job Summary

The Office Services Supervisor is responsible for providing administrative support to the Area Commander and assisting in the hiring and training of new clerical staff. This role involves planning, assigning, and reviewing work of the clerical staff, as well as developing and implementing new clerical procedures.

Key Responsibilities

  • Plan, assign, and review work of the clerical staff
  • Provide general support to the Area Commander
  • Assist in hiring and training of new clerical staff
  • Develop and implement new clerical procedures
  • Prepare annual Performance Evaluations for clerical staff
  • Prepare or supervise the preparation of all required monthly, quarterly, and annual reports
  • Review and edit documents for completeness, grammar, and accuracy
  • Maintain and process all non-uniformed timekeeping, as well as uniformed timekeeping, to ensure FLSA and Pay Period deadlines for entry are met
  • Review and distribute all incoming mail
  • Maintain petty cash fund and act as Petty Cash Custodian
  • Review manual revisions, distribute as required, advise clerical of pertinent changes
  • File or delegate filing of all manual revisions
  • Maintain all records and files required for invoices and purchase orders
  • Maintain general files and adhere to required purging
  • Process or supervise processing of inventory and requisitions, and all office supplies and forms quarterly
  • Maintain files and reports on locally produced forms
  • Type and process personnel complaints and adverse actions
  • Transcribe, type and process letters and reports as required
  • Maintain credit card log and prepare statements for processing
  • Prepare weekly transmittal of funds
  • Maintain personnel and medical/injury files for all employees
  • Assist the commander with all reports relating to personnel complaints and punitive action matters
  • Process all health, dental and vision benefits forms
  • Prepare all reports related to industrial injuries and/or departmental vehicle accidents
  • Prepare and log travel advances and travel expense claims
  • Distribute all monthly and overtime warrants
  • Operate and monitor equipment
  • Inform and train clerical staff on MIS requirements and procedures as they occur
  • Assure proper security and data entry
  • Obtain driver license and registration information as required

Working Conditions

This position is located in a fast-paced, air-conditioned clerical office with consistent face-to-face and telephonic contact with the public and uniformed law enforcement officers.

Special Requirements

  • The position requires a Background Investigation to be cleared prior to being hired

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