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Clerical Operations Supervisor

2 months ago

Allentown, Pennsylvania, United States COUNTY OF LEHIGH PENNSYLVANIA Full time
Job Overview

GENERAL SUMMARY:


This role involves supervisory clerical responsibilities, focusing on the planning, direction, and management of all support functions within an organizational unit. The incumbent will oversee the activities of a team of six to twelve clerical staff engaged in procedural and substantive clerical tasks. The position entails developing and implementing operational systems, executing administrative duties, and contributing to the overall efficiency of the organization. The role may also require the personal execution of various clerical tasks on an incidental basis. This position is distinguished by the responsibility for ensuring the orderly and effective completion of support operations and reports directly to a higher-level technical, professional, or administrative role.


KEY RESPONSIBILITIES:


  1. Assess office support workload requirements; identify regular and peak workload demands, statutory obligations, and other factors influencing work performance.
  2. Structure work processes and procedures, including workflow management; design and assign individual work tasks, providing necessary background information and suggestions regarding approach and priorities.
  3. Establish schedules and control systems, monitoring progress to ensure work completion; review work for adherence to instructions and established standards, correcting errors as necessary.
  4. Conduct individual and team meetings to evaluate overall work progress, address specific issues, and discuss staff concerns; orient and train new personnel in procedural and administrative practices.
  5. Perform performance evaluations, approve leave requests, and manage personnel actions such as selection, promotion, and disciplinary measures.
  6. Determine equipment and supply needs for optimal effectiveness; research and prepare justifications for the acquisition of automated systems and equipment.
  7. Provide statistical, narrative, and evaluative information for management use; assess office policies and operations for efficiency and effectiveness, recommending improvements as needed.
  8. Maintain communication with higher-level officials and representatives from other agencies; coordinate program activities to enhance effectiveness across organizational units.
  9. Assist with complex issues involving clients and stakeholders, providing solutions for incomplete information or legislative changes.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:


  • In-depth knowledge of procedural and processing requirements related to workflow, records management, and documentation in administrative settings.
  • Thorough understanding of organizational relationships within governmental and judicial contexts.
  • Familiarity with supervisory methods and techniques applicable to small to medium clerical teams.
  • Proficient in gathering information and responding effectively to a diverse range of individuals.
  • Ability to organize workloads, prioritize tasks, and ensure completion of clerical responsibilities.

QUALIFICATIONS:


Education equivalent to the completion of the twelfth grade.

A minimum of five to six years of clerical experience in an administrative, professional, governmental, or judicial environment, with at least two years at a full performance level.

Alternatively, any equivalent combination of training and experience that provides the necessary knowledge, skills, and abilities.