Supervising Office Assistant at Kings County, CA

About the Department

The County of Kings is looking for a dynamic and highly organized professional to lead and inspire our clerical and administrative teams. As a Supervising Office Supervisor, you will play a key role in shaping the daily operations of departmental units, ensuring efficient workflows, and supporting management with critical administrative functions. This is an exciting opportunity to exercise independent judgment, make impactful decisions, and contribute to the success of a diverse and growing organization.

The ideal candidate is a motivated leader with experience supervising clerical staff, managing complex administrative processes, and collaborating across multiple departments to drive excellence. If you’re ready to take on a challenging and rewarding role where your contributions truly make a difference, the County of Kings wants you on our team!

Position Duties

• Participates in and plans, organizes, assigns, supervises, and reviews the work of clerical and assigned support staff for clerical work unit; establishes standards of clerical work performance and sets priorities for workload completion; trains staff in work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.
• Participates in the development of goals, objectives, policies, and procedures for assigned services and programs; recommends and implements policies and procedures including standard operating procedures for assigned operations.
• Monitors activities of the work unit; identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.
• Coordinates workflow between clerical/support staff and other staff.
• Coordinates assigned services and operations with those of other divisions and outside agencies.
• Participates in annual budget preparation; identifies resource needs; prepares detailed cost estimates with appropriate justifications; monitors expenditures. 
• Composes, types, edits, and proofreads a variety of routine to complex documents independently including entitlements, forms, memos, legal documents, reports, newsletter articles, press releases, Board agenda items, ordinances, administrative code revisions, promotional/informational materials, website information, and internal and external correspondence from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal.
• Understands and carries out complex oral and written directions.
• Performs accurate arithmetic and basic financial and statistical computations.
• Orders and maintains forms and supplies.
• Provides staff assistance to management; prepares or supervises the preparation and maintenance of operational and/or statistical records and reports; reviews timecards; prepares and maintains payroll records.
• Identifies errors and error trends in documents during case audits and review processes; prepares reports and recommends, develops, and implements trainings to address errors and ensure quality. 
• Attends and participates in a variety of department and division meetings; conducts regular meetings with staff to review work activities and to discuss operational or service delivery opportunities, challenges, and successes.   
• Maintains confidentiality and discretion in handling and processing confidential information and data.
• Coordinates, oversees, monitors, and participates in special projects, assignments, and activities as assigned; maintains documentation and files on matters in progress and expedites their completion.
• Answers questions and provides information to the public, employees, and other divisions, departments on matters that involve knowledge of departmental operations, rules and procedures; investigates and responds to complaints and inquiries from citizens, other departments, and agencies; recommends corrective actions to resolve issues.
• Represents the County in meetings with members of other public and private organizations, community groups, contractors, developers, and the public.
• Ensures staff observe and comply with all County and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

Minimum Qualifications

Please note: Work experience for the last 15 years must be included in the work history portion of your application. It is also important that your application show all the relevant education and experience that you possess, even if it extends beyond the required past 15 years. A resume may be attached, but is not a substitute for completing the application and supplemental questions. Failure to submit a completed application may eliminate you from the recruitment.

PLEASE NOTE: When completing the work history portion of your application, please include each level as a separate entry when applicable. Eg:  If you were an Office Assistant I and promoted to an Office Assistant II, each level should be entered separately to reflect the time held at each level.

EDUCATION AND EXPERIENCE
Education:

• Equivalent to completion of the twelfth (12^th) grade.

Experience:

• Three (3) years of increasingly responsible clerical experience including at least one (1) year in a supervisory or lead capacity.

LICENSES AND CERTIFICATIONS
Licenses:

• Possession of a valid California driver’s license issued by the Department of Motor Vehicles at the time of appointment.

SPECIAL REQUIREMENTS
Qualify for security clearance through a background investigation and fingerprint check. Ability to work irregular hours as required and travel within and outside the County.

For a complete description of duties and qualifications, view the detailed job specification here.

Other Qualifications

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