State of Maryland

An Office Supervisor is the supervisory level of work performing diverse clerical duties which support agency operations. Employees in this classification supervise lower-level clerical employees.

Employees in this classification receive general supervision from an Office Manager or an administrative position.

Positions in this classification are evaluated using the Classification Job Evaluation Methodology. The use of this method involves comparing the assigned duties and responsibilities of a position to the job criteria found in the Nature of Work and Examples of Work sections of a class specification.

The Office Supervisor is differentiated from the Office Services Clerk, Lead in that the Office Supervisor has full supervisory responsibility for lower-level clerical positions while the Office Services Clerk, Lead trains and assigns, reviews and approves the work of lower-level clerical positions. The Office Supervisor is differentiated from the Office Manager in that the Office Manager has full supervisory responsibility for Office Supervisors.

Plans, coordinates and supervises the work of lower-level clerks;

Trains subordinate clerical staff in clerical equipment usage, procedures, agency regulations and policies;

Responds to inquiries, makes determinations and resolves problems by reviewing, verifying, interpreting and editing information in accordance with applicable procedures, policies, regulations and laws;

Develops, recommends and implements modifications of clerical operations and procedures to improve efficiency;

Establishes work priorities and deadlines to meet agency requirements;

Compiles statistical reports for administrative review;

Confers with other agency personnel to exchange information, request various actions, interpret policies and explain procedures;

Composes correspondence and other material informing the public, agency personnel and others of procedures and policies relative to the clerical operation;

Orders, receives and distributes office supplies and materials;

Enters, edits, validates, searches, retrieves and updates information and designs, edits or formats reports, graphs and charts using computer software applications;

May type correspondence, reports, schedules and other material using a computer or word processor;

Performs other related duties.

Knowledge of business English and arithmetic;

Knowledge of clerical procedures and practices;

Knowledge of the safe and efficient use of office equipment;

Ability to supervise lower-level clerical workers.

Ability to understand, interpret and apply the laws, regulations, policies and procedures which pertain to clerical operations of the agency;

Ability to develop, recommend and implement procedures to improve clerical operations and procedures;

Ability to type correspondence, reports, and forms using a typewriter, computer or word processor;

Ability to use computer software applications, such as word processing, database and spreadsheets;

Ability to compose routine correspondence;

Ability to communicate effectively with the general public, co-workers and supervisors.

Education:   Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four years of experience performing clerical duties.

Notes:

1. Additional experience performing clerical duties may be substituted on a year-for-year basis for the required education.

2. Applicants may substitute education from an accredited college or university at the rate of thirty semester credit hours for one year of experience on a year-for-year basis for the required experience.

3.Six months clerical training with three courses in subjects such as keyboarding, clerical math, word processing, spreadsheets, database, graphics presentation, proofreading, or office etiquette may be substituted for six months of the required experience.

4. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical or Office Services specialty codes in the Administrative Support field of work on a year-for year basis for the required experience. 

Class specifications are broad descriptions covering groups of positions used by various State departments and agencies. Position descriptions maintained by the using department or agency specifically address the essential job functions of each position.

This is a Skilled Service classification in the State Personnel Management System.  All positions in this classification are in Skilled Service positions.  Some positions in Skilled Service may be designated Special Appointment in accordance with the State Personnel and Pensions Article, Section 6-405, Annotated Code of Maryland.  

This classification is not assigned to a bargaining unit, as indicated by the designation of S (Supervisor), M (Manager), T (Agency Head), U (Board or Commission Member), W (Student), X (Used by Agency or Excluded by Executive Order), or Z (Confidential).  As provided by State Personnel and Pensions Article, Section 3-102, special appointment, temporary, contractual, supervisory, managerial and confidential employees are excluded collective bargaining.  Additionally, certain executive branch agencies are exempt from collective bargaining and all positions in those agencies are excluded from collective bargaining.  

Employees in this classification are eligible to receive overtime compensation.  An employee who works more than the normal workweek is entitled to be compensated for that overtime, as provided by the State Personnel and Pensions Article, Section 8-305.