Office Services Manager I
California State Personnel Board Specification
Definition
Under direction, through subordinate supervisors, to be responsible for the overall planning, directing, and coordination of varied and extensive clerical activities involving direction of as few as approximately 30 employees where the work performed is varied and complex or direction of approximately 150 employees in several subunits where the duties are comparatively routine; and to do other related work.
Distinguishing Characteristics
The level of positions in the Office Services Manager class series is determined not only by the size of the operation supervised but particularly by the level of the position in the administrative structure of the agency; the size, number, and variety of sections supervised and the type and complexity of duties performed in those sections. Office Services Manager I is the entrance class in the Office Manager series.
Typical Tasks
Plans, organizes, assigns, and reviews the work of varied and extensive processing and service units engaged in clerical and related office activities; through subordinate supervisors, approves and reviews work procedures and makes decisions on the more difficult operating and personnel problems; supervises the planning and flow of office work between units and to various subdivisions of the agency; reviews, evaluates, and recommends changes of policies and operating procedures; prepares the budget for the units supervised; studies need for office equipment and supplies, writes specifications, and prepares estimates of amounts and costs of equipment and supplies needed; develops production standards; may be responsible for general office and equipment maintenance; designs and revises office forms; assists in the selection of subordinate supervisors, trains them, and evaluates their performance, and takes or recommends appropriate action; develops performance standards and prepares and reviews Reports of Performance; assists staff in the preparation and revision of procedure manuals and the instructions for their use; confers with superiors and coordinates efforts of the office with other State departments and the public; dictates correspondence and prepares reports.
Minimum Qualifications
Either I
One year of experience in the California state service performing the duties of a class with a level of responsibility not less than Office Services Supervisor III (formerly Supervising Clerk II).
Or II
Three years of experience supervising a clerical section normally involving at least 15 employees. This experience must have included responsibility for planning, organizing, and coordinating the work; establishing procedures; selecting, training, and evaluating personnel and employee relations. [Experience in the California state service applied toward this requirement must have been performing the duties of a class with a level of responsibility not less than Office Services Supervisor II (formerly Supervising Clerk I).]
Knowledge and Abilities
Knowledge of: Office organization and management principles and methods including office layout and organization, and modern methods of performing various kinds of clerical work and measuring work production; office materials, supplies, and modern equipment and ability to use them effectively; principles of personnel management and effective supervision; Department's Affirmative Action Program objectives; a manager's role in the affirmative action program and the processes available to meet affirmative action objectives.
Ability to: Read and write English at a level required for successful job performance; apply office organization and management principles and methods including office layout and organization, and modern methods of performing various kinds of clerical work and of measuring work production; plan, organize, direct, and review of the work of a large clerical staff; learn rapidly specific laws, rules, and office policies and procedures and use good judgment in applying them in a variety of cases; design and standardize effective and economical office forms; prepare reports and dictate correspondence independently; analyze situations accurately and take effective action; secure and maintain cooperative relationships with all persons contacted in the work; effectively contribute to the department's affirmative action objectives.
Special Personal Characteristic
Demonstrated supervisory ability.
Additional Desirable Qualification
Education equivalent to completion of the twelfth grade.
