Job series: Support Services
FLSA status: Exempt
OCC Group: Administrative Services and Related
Job code: R41801
Original signature of State Court Administrator approval available in the Human Resources Division, signed 9-13-2000.
GENERAL STATEMENT OF DUTIES
Coordinates a unit within a Probation Department office. Supervises clerical, secretarial and/or technical subordinates in case processing and related activities.
Administrative Supervisor I is distinguished from lower level classifications by supervisory responsibilities for at least 5, but no more than 9 full-time equivalent subordinates. An Administrative Supervisor I is distinguished from higher level classifications by the number of full-time equivalent employees supervised. The Administrative Supervisor I is distinguished from the Staff Assistant I in its focus upon supervision of clerical and secretarial support staff within a Probation Department as opposed to the Staff Assistant’s budgetary, purchasing and personnel maintenance duties in support of an administrator.
Supervision must be received by a Chief Probation Officer or other administrative supervisor.
ESSENTIAL FUNCTIONS OF THE POSITION
Participates in recruiting, selecting and terminating of secretarial and clerical employees for the unit.
Establishes expectations and provides employee performance feedback on an on-going and annual basis. Assists subordinates in establishing goals. Evaluates subordinates' goal achievement through conferences or informal meetings. Provides recommendations regarding subordinate's employment probationary/trial period.
Provides orientation and on-going training, mentoring and coaching to existing subordinates. Recommends and makes provisions for subordinates to attend outside training. May provide cross-training and interdepartmental training.
Designs, proposes and implements case processing policies and procedures based on unit needs.
Assigns and schedules work of subordinates and approves leave requests. Maintains quality and quantity of work performed within the unit.
Handles the most complex case processing and customer service problems encountered by subordinates. Fills in for subordinates when necessary to ensure coverage of the unit.
Interprets and applies complex statutes, rules, and case law for lower level clerical or secretarial staff.
Serves as a liaison for internal and external communications regarding activities and operations of the Probation Department.
In conjunction with the Chief Probation Officer, analyzes and troubleshoots case processing problems and backlog.
Attends meetings and training as required.
Performs other duties as assigned.
Directly supervises 5-9 full-time employees in a unit. Supervisory decisions are made in accordance with the Judicial Branch's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
To perform this job successfully, an individual must be able to perform each of the above essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
Graduation from high school or equivalent and three years of office clerical or related experience. One year of the experience must have included work as a Secretary III or experience in a supervisory capacity.
Education beyond high school in business, public or court administration or related area may substitute for the required experience on a year for year basis except for the one year of required supervisory experience (one year of education must total 24-36 credit hours).
While performing the duties of this job, the employee is regularly required to walk. The employee frequently is required to stand; sit; reach with hands and arms; and perform repetitive motions with wrists, hands, and fingers; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to climb or balance. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
While performing the duties of this job, the employee is frequently exposed to moving mechanical parts. The employee is occasionally exposed to high, precarious places. Occasionally handles emergency or crisis situations; frequently subject to interruptions, and multiple calls and inquiries. The noise level in the work environment is usually moderate.