General Statement
The Office Supervisor, under general supervision, typically supervises the activities of support personnel in the performance of the essential duties for a department, program, or office. Interviews, hires, plans, supervises, trains, and reviews subordinate employees; monitors and reviews work on a regular basis; researches and analyzes data pertinent to work tasks, assists in budget preparation, and monitors budget throughout budget cycle. May serve on committees and provide liaison services for the service area.
Essential Functions
Schedules, trains and supervises clerical and/or support positions.
Performs a variety of complex, specialized administrative and clerical functions requiring the application of county and state policies and procedures and the exercise of initiative and judgment in distinguishing among variables and identifying applicable standards.
Answers phones, screens callers, and responds to requests when appropriate, and takes messages or directs the caller to the appropriate person or group for handling.
Prepares reports and policies regarding office procedures and operations.
Receives, opens and distributes mail or oversees the work of others that perform this function.
Performs financial tracking and recording functions, maintains appropriate spreadsheets and prepares reports as needed.
Processes payments and deposits following all County guidelines for appropriate cash handling procedures.
May assist department director in budget preparation and control activities.
Drafts, prepares and initiates correspondence, reports, proclamations, and notices.
Requisitions office supplies and maintain office equipment as necessary.
Processes purchase orders/requests.
Receives, retrieves, sorts or collates documents, paper and forms in accordance with established methods and procedures for processing or filing.
Utilizes manual or automated files to retrieve, file, complete and/or review documents.
Records and/or maintains routine logs or reports of information pertaining to filing, data entry and retrieval of record processing activities; copies, records in response to routine requests and mails.
Follows oral or written instructions, gaining experience and knowledge in and applying evolving automated office equipment and technology to tasks performed.
Serves as receptionist, greeting and directing persons, answering phones and taking messages, and providing non-technical information from clearly defined sources.
Provides back-up and support for other positions and departments as needed and assigned.
Performs work at assigned location during specified business hours.
Maintains up-to-date reports of all outgoing funds and reports information to upper management to help with project planning, uses this information to plan and input future budget requests, compares year-to-date spending reports to make sure that the department is on track fiscally throughout the year.
Enters Purchase Orders and Line Item Transfers.
Maintains proficiency in Munis Software.
Creates monthly and annual comparisons for revenue and usage to ensure that the department is providing the highest level of customer activities possible; assists in the planning of new activities based on the outcomes of these comparisons.
Create Personnel Action Forms for new hires.
Enters requisitions, forwards appropriate applications to the hiring manager, maintains NeoGov throughout hiring process.
Trains all front office employees to include Clerks, Office Supports and seasonal staff.
Oversees the troubleshooting of outside vendors (Windstream, Duke Power, Union Power).
Collects and allocates all Pcard purchases for staff, monitors card balances and works with finance to adjust if needed.
Prepares all incoming bills for payment by finance, prepares any payment memos and refund memos for annual deposits, prepares staff reimbursement requests and corresponds with finance liaison for the Director as needed.
Prepares or oversees the preparation of the Department's daily deposit of revenues, corresponds with bank if problems.
Performs other related duties as assigned.
POSITION SPECIFIC FUNCTIONS:
Environmental Health
Oversees the scheduling and coordination of contractor inspections with Environmental Health field staff.
Receives and processes of public information (permit record) requests.
Manages multiple permit and service request databases related to the On-site Water Protection Program. Prepares reports as requested by Director.
Manages contract renewals for software vendors. Enters contracts/agreements for review and creates agenda items into county software systems.
Creates financial reports from billing software.
Processes customer refund requests.
Oversees the intake, entry and assignment of complaint case information into environmental health software system for investigation.
Trains and supervises Customer Service Specialists and contract office staff.
Troubleshoots front-office issues to include customer complaints, document processing and payment questions.
Provides back-up support for front-line staff in associated divisions as needed.
Qualifications
MINIMUM QUALIFICATIONS
Education and Experience:
High School Diploma or an acceptable equivalency diploma (GED), and five (5) years related experience, including one (1) year supervisory experience; or equivalent combination of education and experience.
Licenses or Certifications:
Must have a valid Driver’s License and be able to maintain a safe driving history as defined by the Union County Vehicle Use Policy.
Supplemental Information
PHYSICAL DEMANDS
Must be physically able to operate a variety of machinery and equipment including computers, printers, telephones, calculators, copiers, fax machines, cash registers, paper cutters, intercom, etc. Must be able to exert up to 30 pounds of force occasionally, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
WORK ENVIRONMENT
Work is performed in a dynamic environment that requires the need to be sensitive to change and responsive to changing goals, priorities, and needs.
