Incumbents in this class oversee and coordinate office operations and procedures such as data entry, flow of documents, depositing and cashiering, mail processing and other clerical activities.
Nature and Scope
A class incumbent works under the direction of an administrative superior. A class incumbent reviews the units workload, schedules, personnel assignments, status of on-going work and available personnel for work assignments in order to plan the units' activities. In addition to planning, organizing and distributing the workload an incumbent is responsible for reviewing procedures and making recommendations for changes to improve work flow and the efficiency of the functions of the unit. A significant aspect of the work involves supervising subordinate clerical workers, prioritizing their work and providing guidance in work procedures and the use of equipment. An incumbent prepares reports of production and/or reviews, verifies and distributes computer generated reports for guidance to administration. This class is differentiated from other clerical supervisory classes by the greater responsibilities for expediting the processing of the units work such as large volumes of tax related mail, documents and payments.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Plans, assigns, reviews and evaluates the work of subordinate staff engaged in activities such as mail handling, sorting, pre-screening, document examination and research data entry and verification and depositing of revenues.
Analyzes' units operating practices and procedures such as personnel assignments, schedules and workload and makes changes to maximize efficiency of the units operations such as opening, sorting, examining and verifying large volumes of incoming and outgoing mail, data entry and encoding of documents and checks, document examination and research.
Explains applicable laws and agency procedures to subordinates, other state employees or the public.
Prepares operating reports such as time and attendance records and production reports.
Conducts training sessions for new employees and seasonals.
Interviews and recommends on hiring of applicants.
Supervises the use of office equipment, such as word processors, computer terminals, encoders, mail openers, microfilm readers, etc., and insures that online systems are operating properly.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of supervisory practices.
Knowledge of operational practices, policies and procedures.
Knowledge of interviewing techniques.
Ability to coordinate and plan for effective use of personnel and equipment to insure the efficient operation of a unit that processes a large volume of paperwork such as tax related mail, documents and payments.
Ability to implement operational practices, policies and procedures.
Ability to train and evaluate the performance of subordinate staff.
Ability to motivate staff to work cooperatively and efficiently on clerical activities in a production environment.
JOB REQUIREMENTS for Production Supervisor Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Three years experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
Six months experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
Six months experience in creating reports which includes combining and presenting data from multiple sources in an organized format.
Six months experience in using standard computer software programs for word processing, spreadsheets or databases.
Knowledge of interviewing which includes using structured or unstructured interview techniques to obtain facts, explore issues and identify courses of action.
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.