Clerical Supervisor

ALLEGHENY COUNTY DHS
CLERICAL SUPERVISOR
JOB DESCRIPTION
 
JOB DEFINITION Allegheny County Early Learning Resource Centers (ELRC) Clerical Supervisor is responsible for supervising the clerical staff (front desk and administrative clerks) and offering administrative and technical support to the ELRC in all departments.

This individual will ensure that excellent customer service is provided to all visitors and clients of the ERLC both in person as well as by phone and email.

They will also manage and coordinate the flow of information into and out of the ELRC.

 They will oversee the On-Base scanning project as well as other special projects as needed.

 This individual MUST be a people person, who brings a positive attitude to their work and who naturally responds to challenges with a can-do and problem-solving sensibility.  This is an in-person position at the Wood Street office.

 
 
RESPONSIBILITIES AND DUTIES
1.

Assist in recruitment, interviewing and hiring of Clerical Staff (front desk and administrative clerk).

2.

Provide training for new Clerical Staff (front desk and administrative clerk).

3.

Provide daily supervision and ongoing training to the Clerical Team.

4.

Provide ongoing monitoring and support of the clerical department to ensure quality in customer service and timeliness and accuracy in mail delivery and scanning/uploading.

5.

Prepare and conduct periodic performance evaluations with the Clerical Team.

6.

Conduct Clerical Team meetings.

7.

Serve as the agency lead and liaison with DHS-IT for the On-Base scanning project.

8.

Give input on creation of internal policies, procedures, and practices.

9.

Analyze and interpret records and reports relating to clerical activities.

10.

Ensure that the program is in compliance with county, state, and federal regulations governing the ELRC program.

11.

Attend and participate in staff meetings, internal and external training sessions, and conferences.

12.

Participate as a member of an internal supervisory management team that links the activities of the various units and provides for quality assurance within the agency.

13.

Inform the Assistant Director of Family Services of the status of the unit.

14.

Complete other duties as assigned.

 
QUALIFICATIONS
A.

PROFESSIONAL KNOWLEDGE AND ABILITIES
Excellent interpersonal skills and the ability to work collaboratively in a team-oriented atmosphere.  Excellent communication skills, including accurate and effective written and verbal communications.  Excellent attention to detail.

Excellent organizations skills, including organizing workspace and computer files, project scheduling, time management skills and prioritizing certain activities.

Must be self-directed and able to operate independently to achieve program objectives.  6. Flexible, creative and able to work in a multiple task or multidisciplinary  environment.

7.  Utilize web-based databases, Pelican, SharePoint and On-Base to store, review and update family    and provider information.

8.  Utilize Pelican and Excel to organize data to provide periodic and/or special reports on family or provider information.

9.  Operate and maintain office machinery, including copiers, fax machines, postage machine and printers.

10.

Maintain family and provider files with a high level of confidentiality