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Job Standard for Office Services Supervisor 1

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Employee Name:

Employee ID:

Employee PCN:

How to use this Job Standard:

  1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and can not be edited.
  2. Click “View in Google Docs/Download” and download to Word.
  3. Under Essential Functions you may add an additional 35%, specific to your department needs.
  4. Complete this standard before creating the job announcement and posting the position.
  5. This standard will be used as the new Job Description for the prospective employee.
  6. After hire is complete, insert Employee Name and PCN#

Office Services Supervisor 1 Overview

  • Person Group: Classified
  • Job Code: 01100
  • Pay Grade: I
  • FLSA Status: Non-Exempt
  • Career Level: Supervisor 1
  • Family: General Administration
  • Function: Administrative Support

Purpose

To supervise an office support unit; hire, train and evaluate support staff; plan, coordinate, and oversee the day-to-day operations; perform a wide variety of secretarial and/or office administration support functions; perform related work.

Level Scope

Provides immediate supervision to a unit or group of operational or technical employees. A portion of time may be spent performing individual tasks related to the unit; however, supervisory activities must constitute a primary part of the job. Supervises unit operations to ensure compliance with departmental or campus policies, procedures, and defined internal controls. Ensures accountability and stewardship of campus resources (operational, financial, and human) in compliance with departmental standards and procedures.

Minimum Qualifications

Good knowledge of: office support functions.

Some knowledge of: supervisory practices.

Experience: interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities to deal with individuals or resolve conflicts in a work setting.

Knowledge, Skills, and Abilities

  • Experience: supervising staff; performing secretarial functions; supervising staff in a cash-handling environment.
  • Experience independently solving problems/performing liaison activities to deal with individuals or resolve conflicts in a work setting.

Essential Functions

Key Responsibilities

60% of Time the Office Services Supervisor 1 must:

  • Supervising and training staff, coordinating unit work flow and periodically reviewing completed work. This position is considered a program expert and functions as a liaison between management and staff. First line supervisors of support staff in a work unit and are accountable for the work performed. They interview and hire new employees. They prioritize workloads, assign work, and monitor the quality of work for completeness, accuracy of content, and compliance with agency policy. Incumbents evaluate, train, motivate, and direct support staff by developing expectations, objectives, and counseling employees. Handle employee performance issues and resolve employee conflicts; determine training needs and recommend training programs.
  • Perform the more complex duties, handling issues that cannot be resolved by staff. Frequent contact with internal and external customers or the public to gather or supply information concerning the work function. Recommend and implement new methods, procedures, or strategies to solve work problems and improve productivity. Assess office needs and make recommendations to office managers regarding equipment, space, and staff requirements.

35% of Time the Office Services Supervisor 1

Determined by department needs

5% of Time the Office Services Supervisor 1

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and require wearing hearing protection.

Travel Requirement

Not applicable for Office Services Supervisor 1

Career Path

Office Services Supervisor 2, Management Assistant

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.

Disclaimer

Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.