Clerical Supervisor

OVERALL OBJECTIVE OF JOB

Responsible for supervising a unit of clerical employees engaged in processing, typing, filing, or related activities. Work includes coordinating the unit's work, making independent operating decisions concerning the appropriate disposition of work based upon experience and knowledge of office and departmental operations, and resolving personnel and labor relations problems involving members of the unit. 

ESSENTIAL FUNCTIONS OF JOB

1. Manages staff, plans and assigns work, and ensures smooth processing flow by distributing assignments to clerical staff after determining who is available and capable of performing the work. 
2. Explains methods and procedures to clerical staff and demonstrates the operation of office equipment relevant to all clerical positions. 
3. Supervises the creation and maintenance of filing systems, including inserting and/or retrieving documents, preparing new file folders, cross-indexing, and posting and updating file contents. 
4. Oversee the registering and certification of outgoing mail according to USPS regulations; oversee the receipt and timely distribution of internal mail from the courthouse and/or customers.
5. Determines supply needs for the agency and submits requests to County Fiscal Officer.
6. Conducts performance reviews of clerical staff and addresses any related personnel issues within the unit.
7. Participate in the interview and selection process for vacant positions in the clerical unit.
8. Holds and documents regularly scheduled individual supervisory conferences as needed, but no less than every 30 days. 
9. Meet with parent(s)/caretakers to gather financial information for families of children that are placed into out-of-home care for both Children and Youth Service and Juvenile Probation; Ensure that all documentation is collected and received; Prepare and submit dictation for financial reporting along with prepared Financial Form. 
10. Apply for Birth Certificates and Social Security Cards for both Children and Youth Services and Juvenile Probation placements. 
11. Receive and handle all placement, change of placement, and discharge placement reporting forms from Children and Youth Services and Juvenile Probation for all children placed into out of home care.  Record and post information into the statewide database for quarterly reporting.  Run and submit quarterly reports. 
12. Receive and maintain resource files for foster care and facilities under contract with the agency, ensuring that all licensure-required information is on file and scanned into the statewide database.
13. Maintain all secured case files and documents that are handled through clerical.  Ensure that all information is entered, scanned, filed and handled properly in a manner in which all information is kept secured.
14. Receive and handle all incoming weekly and monthly summary reports that are received from outside contracted venders and service providers and ensure the reports are handled and distributed to all needed areas.
15. Provides input and feedback into the development of agency policies and procedures relevant to the clerical unit.
16. Participate in unit staff meetings to provide information, guidance and technical assistance to staff. 

OTHER DUTIES OF THE JOB

1. Attend staffings, trainings, and other meetings as required.
2. Performs other job-related work as required.

SUPERVISION RECEIVED

Supervised directly by the Fiscal Officer.

SUPERVISION GIVEN

Supervises clerical staff.

WORKING CONDITIONS

1. Works indoors in adequate workspace, lighting, temperatures, and ventilation.
2. Works with average indoor exposure to noise, but subject to frequent disruptions and stress.
3. Normal indoor exposure to dust/dirt.
4. Works in conditions of potential outbursts or disruptive behavior of individuals.
5. Travels occasionally during all seasons and is exposed to outdoor elements, including snow and icy roadways.
6. Works frequently outside the office and is exposed to above average dust/dirt/odors and smoke.

PHYSICAL AND MENTAL CONDITIONS

1. Must possess above average ability to record, convey, and present information, explain procedures, and follow instructions.