Job Title: Office Supervisor

Department: Operations

General Summary

Under general supervision, the Office Supervisor oversees the administrative functions of the divisional clerical staff engaged in preparation of payrolls, statistical and financial reporting, and maintenance of employee personnel files.

Duties and Responsibilities

• Supervises clerical staff involved in the administrative, personnel and financial functions of an operations division.
• Oversees and participates in the preparation of operations statistical and financial data and reports.
• Supervises preparation of payroll and time-off accruals for unionized employees of the division.
• Supervises the tracking and processing of contractual rate increases for unionized employees of the division.
• Reviews and tracks Family and Medical Leave Act (FMLA) leave. Determines eligibility, validity, and proper documentation for all employees of the division.
• Reviews attendance records and identifies employees to be sent to the clinic for medical evaluations. Arranges for medical examinations including briefing the clinic on the situation, reviewing exam results and making recommendations to the Superintendent when further action is required.
• Makes bank deposits as required.
• Oversees the maintenance of divisional employee files.
• Processes Personnel Change Notices, benefit enrollment forms, sickness and accident forms and Worker’s Compensation claim forms.
• Supervises the typing, logging and distribution of violations, accident reports, inquiries, letters and memos.
• Opens divisional mail and routes to appropriate staff or takes required action.
• Responds to information inquiries from insurance companies, sales persons, public agencies and customers.
• Processes divisional check requests.
• Responds to clerical union grievances.
• Conducts new employee orientations and prepares benefit enrollment packages.
• Keeps the divisional petty cash fund, makes disbursements as required and maintains related records.
• Maintains and manages the division’s recreation fund from proceeds obtained from facility vending machines.
• Performs other duties as assigned.
  

Knowledge, Skills and Abilities

• Bachelor’s Degree in Business Administration or related field.
• Four years of office experience with progressive responsibilities.
• An equivalent combination of education and experience may be substituted for minimum requirements.
• Knowledge of payroll practices and procedures required; familiarity with ADP preferred.
• Knowledge of and experience with the Family and Medical Leave Act (FMLA) preferred.
• Familiarity with the Payroll/Dispatch System (MIDAS) preferred.
• Proficient in Windows-based word processing and spreadsheet applications.
• Knowledge of Authority rules, procedures and labor contract provisions.
• Ability to supervise others.
• Effective written and verbal communication skills.
  

THE AUTHORITY RESERVES THE RIGHT TO REVISE OR CHANGE THIS JOB DESCRIPTION AT ANY TIME.

SMART is an Equal Opportunity Employer – Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / Age

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