County of Alameda

DESCRIPTION

The Supervising Clerk specification describes three levels of supervisory clerical classes and identifies the range of responsibility and the type of assignment which distinguishes each level within the series.

The basic function of positions in the Supervising Clerk series is to plan, assign, evaluate and supervise the work and operations of a clerical staff consisting of at least two or more full time subordinate employees; to provide training and instruction and make decisions on difficult or sensitive clerical problems; and to accomplish all related procedural and clerical duties and responsibilities in their assigned areas through subordinate employees; and to do related duties as required.

DISTINGUISHING FEATURES

Positions allocated to the three levels in this class series exhibit the following sets of characteristics:

Supervising Clerk I is the first level in the supervisory clerical class series; positions in this class supervise a staff of fewer than the equivalent of 10 full time subordinates. Positions allocated to this level must meet one of the following minimum standards:

l. Directing the work of and using independent judgment in the evaluation of the performance of, the equivalent of three or more full time subordinates.

Or

2. Directing the work of and using independent judgment in the evaluation of the performance of the equivalent of two or more full time subordinates when the work site is geographically remote from the next higher level of supervision.

Or

3. When the position's immediate supervisor is located within close proximity to the position's work site, incumbent is delegated authority to hire, discipline, recommend on discharge, and resolve grievances of the equivalent of two or more full time subordinates.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

l. Plans, assigns and establishes work priorities, provides direction, gives instructions and makes decisions on difficult clerical problems in connection with the supervision of a clerical staff.

2. Reviews and evaluates work performance; insures accuracy and conformity to established office procedures; prepares manuals of office procedures and instructs subordinates in their use.

3. Confers with superiors on office policies and procedures; updates and revises established, or develops and sets up new record keeping systems; participates in the reorganization of work procedures as required by change in policy or law.

4. Prepares correspondence requiring the application of highly specialized knowledge of discrimination in the selection of data or interpretation of laws, rules, or policies and the resolution of debatable points where a mistake in judgment may entail serious consequences.

5. May maintain cost records and assist in maintaining financial controls throughout the year; estimates supply and equipment requirements for budgetary purposes; requisitions supplies as needed; maintains equipment inventory and control records.

6. Participates in the selection and training of subordinates; participates in resolving personnel problems; maintains time and attendance records.

7. Supervises the preparation of correspondence, legal documents, statistical data, and reports as required.

8. Maintains journals and general ledgers of financial transactions and prepares analytical reports on revenues and expenditures; makes or supervises the making of audits and verification of claims against the County; maintains or supervises the maintenance of appropriation and expenditure records by fund, segregated for departments and subdivisions.

9. Supervises the operation of telephone switchboard; may operate in one position to replace an absent operator or to handle particularly difficult calls; answers the more technical questions passed to her by other operators; investigates complaints of telephone service, determines problems, and takes or recommends corrective action.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of full-time experience in the class of Lead Clerk or in an equivalent or higher level class in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.).

Completion of the Alameda County Management Academy “Management & Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.

Or II

The equivalent of one year of full-time clerical experience in a lead or supervisory capacity equivalent to the County's class of Lead Clerk.

NOTE: The Civil Service Commission may modify the Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

· County policies and procedures.
· Modern office organization, practices, and equipment.
· Business correspondence and record keeping systems.
· Principles of modern office management.
· Training methods and techniques.
· Appropriate English grammar, vocabulary, spelling and punctuation.
· Word processing programs.
· Information systems and computers.

Abilities:

· Written communication.
· Oral communication.
· Decision making.
· Leadership.
· Planning and organization.
· Management control.
· Budget analysis.
· Interpersonal sensitivity.
· Flexibility.
· Adaptation to stress.
· Use various data bases.
· Understand, implement and train staff on County policies and procedures.

Alternate Range Criteria

l. Supervisors of clerical units, the majority of whose subordinates are in a class having a salary range equal to or below that of the class of Clerk II, do not receive the alternate range.

2. Supervisors of clerical units, the majority of whose subordinates are in classes having a salary range above that of the class of Clerk II, are eligible for assignment to the higher applicable salary step and shall be entitled to additional compensation.

NOTE: In positions where such persons meet the "alternate range" criteria as defined in the class specification, (#2) additional compensation may be provided for, pursuant to provisions of the Alameda County Salary Ordinance.

CLASS SPEC HISTORY

BL:BG:mdc Revised l0/78
HC:tmf Revised: 7/82
DW:Lm-h Revised: 6/84
GM:pb Updated: 2/3/87
JH:pb Updated: 9/14/88
VS:jc Revised 5/98
Old doc: 0121h
Updated:: jc 8/1/00
New doc: 1138-1139-1140.doc
CSC Date: 6/24/98
MH:cs revised 10/14/08
CSC Date: 10/22/2008

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.