Office Supervisor

  • 200103

SUMMARY: Under limited supervision, oversees the operations of an office to include supervising staff; and performs related duties as assigned.

ESSENTIAL FUNCTIONS:(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics). This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.

DUTIES AND RESPONSIBILITIES:(which are not in any hierarchical order)
  1. Sets work priorities, supervises, motivates and evaluates the work of assigned staff.
  2. Evaluates workloads, assignments, and resolves interpersonal conflicts among staff.
  3. Trains staff in proper procedures, processes and customer service principles.
  4. Evaluates and assigns complaints received from citizens to appropriate party for investigation.
  5. Prepares reports summarizing business operations within the office.
  6. Meets with business representatives, citizens or other department representatives to discuss fees, services, procedures, and to resolve issues.
  7. Reviews office procedures and work processes; recommends changes in procedures and processes to improve customer service and operational efficiency.
  8. Resolves issues between citizens and assigned staff.
  9. Interprets City resolutions, regulations and codes for employees and the general public.
  10. May perform a variety of routine and complex secretarial duties.
  • Knowledge of principles and practices of effective supervision.
  • Knowledge of Florida state laws, City regulations and codes governing the area of responsibility.
  • Knowledge of math principles.
  • Knowledge of workload management.
  • Knowledge of the basic responsibilities of City departments.
  • Skill in using general office equipment such as telephone, fax, printers, copiers, computers and software applications including word processing and spreadsheets.
  • Skill in listening to issues and complaints and being able to reach sound conclusions.
  • Skill in using the tools and equipment associated with the trade or industry within assigned area of responsibility.
  • Skill in resolving customer complaints.
  • Skill in preparing clear and concise reports, memoranda, and correspondence.
  • Skill in dealing effectively with the general public.
  • Ability to communicate effectively with others both orally and in writing.
  • Ability to establish and maintain effective working relationships with those contacted in the course of work.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves sedentary to light work in an office setting. There is frequent need to sit, talk or hear, use the hands, reach with the arms and lift light objects (up to 10 pounds), Occasionally lift moderately heavy objects (up to 25 pounds) and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol-free work environment through the use of mandatory pre-employment drug testing.

MINIMUM QUALIFICATIONS: High School diploma or GED and three (3) years general secretarial or administrative experience including one (1) year in a supervisory capacity, or any equivalent combination of training and experience. A valid Florida driver’s license is required.

FLSA Code: N/E
B/U: None
Last revision date: October 2002
Overtime: Yes
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