City of Anaheim
Office Supervisor- Confidential
This job is now closed
Pay$58864.00 - $71552.00 / year
LocationAnaheim/California
Employment typeFull-Time
Job Description
- Req#: 3997181
- Oversee the front office operations of the Community Services Department, which includes assisting the public with both in-person and online registration for Department activities and booking of picnic shelters using CivicRec, as well as assisting the public with general Department inquiries.
- Enter division payroll information in CGI/AMS, verify payroll reports, file and distribute materials to appropriate managers. Oversee the disbursement of payroll checks.
- Assists with part-time recruitments, new employee orientations, and personnel specialist functions involving use of NEOGOV.
- Accurately count, balance, open and reconcile a cash fund, as well as registration and facility booking software deposits from various locations at the start and end of the day. Oversee these functions as they are performed by support staff.
- Plan and organize work assignments, office procedures, and workflow of office professional support staff.
- Review work completed by support staff to ensure that departmental standards are followed.
- Consult with management of the unit to ensure that departmental objectives and deadlines are met, that workflow is efficient, and that office equipment and supplies are available to meet production levels and standards.
- Supervise, train, and evaluate employees of a support unit; participate in the selection of support staff.
- Explain policies, procedures, and objectives of the unit to staff by written directive and/or by oral communications. Correct deficiencies and recommends discipline when appropriate.
- Develop and implement office procedures.
- Compose correspondence requiring judgment based upon a thorough knowledge of the functions and procedures of the position.
- Provide administrative assistance and professional support to management.
- Type forms, schedules, reports, lists, and general correspondence; design office forms, charts and graphs.
- Proofread materials for accuracy, spelling, syntax, grammar and clarity, using judgment in editorial changes.
- Compile information for various narrative and statistical reports, locate sources of information, devise forms to serve data and determine the proper format for finished reports, using interpretative judgment as to content.
- Maintain staff attendance records; compile and submit periodic reports for payroll purposes.
- Operate office equipment, such as a personal computer, calculator, printers, and copy machine.
- Perform other job-related duties and responsibilities as required.
The City of Anaheim's Community Service Department is seeking a highly organized Office Supervisor – Confidential. The Office Supervisor is responsible for the day-to-day operations of the Community Service front office staff, including the delegated services and payroll functions for the department.
The ideal candidate will be capable of multi-tasking and prioritizing and possess journey- level (minimum 2 years) experience in performing duties such as processing payroll, cash handling, processing invoices, keeping an inventory, and ordering office supplies. Candidates with experience in recruitment and using Human Resources and payroll databases are highly desirable. Prior municipality experience and candidates fluent in Spanish are also highly desirable.Experience and Training: Two years' experience in performing highly complex professional support work involving extensive record keeping, interpretation of policies, a high level of independence of action in performing duties and some supervisory experience. Any equivalent combination of experience and training sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.Knowledge of: Modern office equipment and procedures including Microsoft 365; English usage, spelling, grammar and punctuation; basic math; work scheduling, form design and developing office procedures; modern office equipment; advanced record keeping methods; principles of supervision and training.Ability to: Operate a variety of modern office equipment; read, understand and apply complex materials; proofread and detect errors in typing, spelling and punctuation; establish and maintain extensive, complex record keeping systems; plan, schedule, and make work assignments: set priorities for, and train, evaluate, select and discipline subordinates; organize work, set priorities and develop and implement policies and procedures; communicate clearly and concisely, both orally and in writing; effectively monitor the program budget; compile data and prepare narrative and statistical reports; compose correspondence; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including during stressful situations.IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONSApplications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Friday, May 19, 2023, at 5:00 p.m . Applicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date.
The selection process includes, but is not limited to, an oral interview and a skills assessment.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.
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