What are the responsibilities and job description for the Clerical Supervisor - Human Services position at County of Clarion?
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
- 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.
- Explains methods and procedures to clerical staff and demonstrates the operation of office equipment relevant to all clerical positions.
- 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.
- Oversees the registering and certification of outgoing mail according to USPS regulations; oversees the receipt and timely distribution of internal mail from the courthouse and/or customers.
- Determines supply needs for the agency and submits requests to County Fiscal Officer.
- Conducts performance reviews of clerical staff and addresses any related personnel issues within the unit.
- Participates in the interview and selection process for vacant positions in the clerical unit.
- Holds and documents regularly scheduled individual supervisory conferences as needed, but no less than every 30 days.
- 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.
- Apply for Birth Certificates and Social Security Cards for both Children and Youth Services and Juvenile Probation placements.
- 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.
- 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.
- 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.
- 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.
- Provides input and feedback into the development of agency policies and procedures relevant to the clerical unit.
- Participates in unit staff meetings to provide information, guidance and technical assistance to staff.
OTHER DUTIES OF THE JOB
- Attends staffings, training, and other meetings as required.
- Performs other job-related work as required.
SUPERVISION RECEIVED
Supervised directly by the Administrative Assistant.
SUPERVISION GIVEN
Supervises clerical staff.
WORKING CONDITIONS
- Works indoors in adequate workspace, lighting, temperatures, and ventilation.
- Works with average indoor exposure to noise, but subject to frequent disruptions and stress.
- Normal indoor exposure to dust/dirt.
- Works in conditions of potential outbursts or disruptive behavior of individuals.
- Travels occasionally during all seasons and is exposed to outdoor elements, including snow and icy roadways.
- Works frequently outside the office and is exposed to above average dust/dirt/odors and smoke.
PHYSICAL AND MENTAL CONDITIONS
- Must possess above average ability to record, convey, and present information, explain procedures, and follow instructions.
- Usually performs job functions in a high-stress environment.
- Must be able to sit and/or drive for long periods throughout the workday with intermittent periods of standing, walking, bending, twisting, and reaching as necessary to carry out essential duties of job.
- Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso as necessary to carry out duties of job.
- Sedentary work, with occasional lifting/carrying of objects with a maximum weight of fifty (50) pounds.
- Must be able to cope with the physical and mental stress of the position.
- Must be able to physically and mentally react quickly in the event of a disturbance or physical outbreak.
- Must be able to pay close attention to details and concentrate on work.
- Must have above average ability to think clearly and act decisively.
QUALIFICATIONS
One year of moderately complex clerical work experience; OR any equivalent experience and/or training which provided the required knowledges, skills, and abilities.
Clearances:
- Must work in conjunction with employer to apply for Act 34 PA State Police Criminal History, Act 151 PA Child Abuse and FBI clearances prior to employment. All clearances must reflect acceptable results.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
- Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials normally consisting of complex sentence structures; one, two, and three syllable words; and punctuation marks for word, number, sentence, phrase, and clause separation.
- Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
- Knowledge of the techniques applied in using the English dictionary and reference materials.
- Knowledge of the types, organization, and use of standard office files, logs, forms, and letter formats.
- Ability to plan and assign work and ensure smooth processing flow by distributing assignments to clerical staff after determining who is available to and capable of performing the work.
- Ability to present ideas, methods, procedures, and instructions clearly and effectively, orally and in writing.
- Ability to assemble, correlate, and appraise facts in order to identify and/or resolve existing or potential processing problems.
- Ability to examine and review files, forms, documents, and records that have been processed by the staff for completeness and accuracy.
- Ability to rate the performance of clerical employees in the work unit.
- Ability to act judiciously in considering employee complaints, making adjustments, and recommending decisions on formal grievances.
- Ability to plan and provide guidance in the establishment and reorganization of filing systems, record keeping systems, processing procedures, etc.
- Ability to perform basic arithmetic calculations such as the adding and subtracting of whole numbers and decimals; and multiplying and dividing by one-digit whole number or decimal multipliers and divisors.
- Ability to understand and follow oral and written instructions.
