Clerical Supervisor II
The Pennsylvania Office of Attorney General is seeking a Clerical Supervisor II for the Bureau of Consumer Protection. This role involves supervising clerical staff, managing workflow, and ensuring compliance with administrative procedures while maintaining effective communication and support within the team.
Responsibilities
- Plans, organizes, and delegates work among positions in a manner to ensure a smooth processing flow and distributes assignments to the clerical staff after determining who is available to, and capable of, performing the work
- Rates and signs the performance evaluation for subordinate employees
- Interviews and recommends the selection of applicants for vacant clerical positions within the section
- Prepares and explains instructions on processing methods and procedures to the clerical staff and demonstrates the operation of office systems, including copiers/printers, telephones, computers, IVR, and mail processing machines
- Prepares monthly accomplishment reports on processing activities in the assigned regions from daily production reports, logs, and files
- Reads correspondence in order to become familiar with the content and determines what procedures to pursue in providing the correct information in accordance with any applicable administrative and legal constraints
- Answers written inquiries relating to the status and operation of the regions supervised
- Monitors and maintains the procedures, including the preparation of internal forms, related to the receipt of payments, the distribution of payments, and the payment of filing fees and miscellaneous invoices
- Determines supply needs for the assigned regions and requisitions office supplies
- Prepares time and absentee records for employees
- Prepares Travel Expense Reports for the attorneys and agents in the assigned regions
- Organizes and produces a weekly calendar for the assigned regions which includes the daily Agent of the Day schedule; which employees are in office, teleworking, and/or out of office; and the scheduled calls/meetings of the attorneys
- Prepares a comprehensive report of all legal actions filed by the attorneys in the assigned regions and enters such information into the bi-weekly report, and updates all activity on legal actions and investigations and enters into the monthly report
- Answers inbound phone calls and monitors IVR queue for proper phone coverage
- On occasion travels to the location(s) of subordinate employees for meetings and training
- Performs related work as required
Skills
- One year as a Clerical Supervisor I
- One year as a Clerical Assistant III
- Two years as a Clerical Assistant II
- An equivalent combination of experience and training
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