Position Details
Job Information
Appointing Authority
Summit County Children Services
Department/Division
Children Services
Full Time/Part Time
Full Time
Regular/Temporary
Regular
Work Schedule
Monday – Friday, 8 am – 4 pm
Job Description
Reporting directly to the Department Director, Placement Services, the Administrative Assistant/Clerical Services Supervisor provides technical and administrative support in a one-on-one working relationship assuring that the Social Services – Resources Division runs smoothly and in a consistent fashion. The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the Department Director, Placement Services.
The Administrative Assistant/Clerical Services Supervisor is committed to practicing cultural competence by working respectfully and effectively with people of all cultures, classes, races, genders, ethnic backgrounds, religions, sexual orientations, mental and physical abilities, ages, and appearances in a manner that respects and preserves the dignity of all. The Administrative Assistant/Clerical Services Supervisor commits to adhere to SCCS’ mission, vision, and values at all times.
Required Qualifications
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Computer Skills
To perform this job successfully, an individual must have demonstrated knowledge in all Microsoft Office products including, but not limited to Word, Excel, PowerPoint, and Access, as well as Publisher; demonstrated knowledge of audiovisual equipment as it pertains to the training environment. Proficiency in typing a minimum of thirty-five (35) wpm required.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Computer Skills
To perform this job successfully, an individual must have demonstrated knowledge in all Microsoft Office products including, but not limited to Word, Excel, PowerPoint, and Access, as well as Publisher; demonstrated knowledge of audiovisual equipment as it pertains to the training environment. Proficiency in typing a minimum of thirty-five (35) wpm required.
Required to possess exceptional organizational skills with a demonstrated attention to detail, proofing skills, and data preparation skills, with knowledge of office machines, including, but not limited to, copier, printer, voice mail phone system, and facsimile machines.
Knowledge in using SACWIS and Document Management System (e. g. Traverse) preferred.
Education and/or Experience
High School Diploma or GED required; Associates Degree in Business or Social Services related field preferred.
Three years of office/administrative experience required; One year of experience working in a child welfare or social services agency preferred; Supervisory experience and/or completion of an agency-sponsored leadership program preferred.
Preferred Qualifications
Pre-Employment Testing Requirements
Criminal Background Check, Pre-employment Drug and Alcohol Testing
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is rarely exposed to outside weather conditions. The noise level in the work environment is usually moderate.
While performing the duties of this job, the employee is rarely exposed to outside weather conditions. The noise level in the work environment is usually moderate.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit; use hands to manipulate objects; reach with hands and arms and talk or hear. The employee is frequently required to stand and walk.
The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to twenty-five (25) pounds, occasionally lift and/or move up to fifty (50) pounds and rarely lift and/or move up to seventy-five (75) pounds.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
Licensing/Certification
Certification in office management preferred.
Incumbent must possess a valid State of Ohio drivers’ license with no more than eight (8) points on his/her driving record at any time to drive his/her/their own vehicle and no more than six (6) points to drive an agency vehicle. Incumbent must also possess auto insurance as defined by Ohio Administrative Code (OAC) at all times.
Incumbent must also adhere to agency policies that address these topics.
Additional Information
Supervisory Responsibilities
This position supervises up to six (6) clerical or other support employees.
Other Qualifications
Incumbent is required to travel to/from Agency meetings within the County and State as directed by the Executive Director and/or Division Director, and as required for job duties. Travel requires the use of a vehicle insured in the incumbent’s name unless a County-owned vehicle is secured. Personal vehicles must be in good working order and appropriately accommodate passengers as needed. Regular attendance is required. Incumbent must adhere to Agency policies regarding use of time off at all times. Incumbent is required to adhere to Agency rules & regulations and support the mission, vision & guiding principles at all times.
This position supervises up to six (6) clerical or other support employees.
Other Qualifications
Incumbent is required to travel to/from Agency meetings within the County and State as directed by the Executive Director and/or Division Director, and as required for job duties. Travel requires the use of a vehicle insured in the incumbent’s name unless a County-owned vehicle is secured. Personal vehicles must be in good working order and appropriately accommodate passengers as needed. Regular attendance is required. Incumbent must adhere to Agency policies regarding use of time off at all times. Incumbent is required to adhere to Agency rules & regulations and support the mission, vision & guiding principles at all times.
Job Duties
Job Duty Name
Essential Job Duties and Responsibilities
Description of Job Duty
Promotes a culture of creative, high achievement and inspire open lines of communication; Actively works to support the agency’s Diversity, Equity & Inclusion (DEI) plan; Oversees the development of the agency’s Strategic Plan and ensures compliance.
Maintains the assigned Department Director’s appointment schedule by planning and scheduling meetings, conference, teleconferences, trainings, and special events; Administers payroll for the Department Director and/or her subordinate supervisors as needed; Provides administrative support to the supervisors assigned to the Department Director.
Directly manages assigned clerical specialist and/or other support staff as assigned/directed.
Welcomes guests and others by greeting them, in person or on the telephone; answering or directing inquiries; Processes all mail and coordinates the flow of signature items in a timely manner.
Records and/or transcribes minutes of Social Services Department/unit meetings, and other meeting as directed; Schedules agency meetings prepares agendas and handouts, confirms rooms reservations and set-up.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Department Director, including those of a sensitive or confidential nature; Maintains confidence and protects operations by keeping information confidential; Determines appropriate course of action, referral, or response.
Assists with the development and management of the Department Director, Social Services’ division budget; Creates purchase orders and tracks expenses; Assists with procurement compliance.
Produces reports and/or logs information for Department Director; Runs data reports from the State Automated Child Welfare Information System (SACWIS), Results Oriented Management (ROM), and other sources.
Maintains office supply inventory by checking stock to determine inventory levels; anticipates needed supplies; evaluates new office products; places and expedites orders for supplies; verifies receipt of supplies.
Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures; Consults with Department Director on critical decisions and issues, including subordinate personnel issues which may arise.
Represents the agency in the community; serves on various community and/or State level committees as assigned.
Participates in workgroups to complete special projects or goals as assigned; Participates in agency wide and community initiatives which support the overall mission of the agency.
Provides back up assistance as deemed necessary/appropriate, in the absence of the Coordinator II and other Administrative Assistant/Clerical services Supervisors as needed/directed; May also direct the assistance/coverage for clerical/support staff in other departments/units as needed.
Provides routine/regular support to subordinate staff as directed by agency policy and/or Chain of Command; Recommends appropriate action and/or policies to support the operational needs of the agency; Conducts and/or participates in All Staff, Divisional, Director and Management Team meetings.
Mentors staff regarding professional behavior and best practices; Ensures that the agency’s mission and vision are carried out by all staff within the incumbent’s supervision.
Maintains professional and technical knowledge by attending educational workshops; reviews professional publications; establishes personal networks; participates in professional societies/associations.
Assists in the orientation/shadowing of agency staff as required by the employee’s chain of command.
Attends and participates in supervision meetings as established by the employee’s chain of command and based on the needs of the department; Attends and participates in all agency meetings including unit, department, division, and all staff meetings; Participates on agency committees where applicable/appropriate.
Attends trainings as identified by the chain of command and as required by the agency.
Adheres to all agency policies and procedures, including but not limited to SCCS Professional Ethics and Conflict of Interest policy.
Job Duty Name
Core Competencies
Description of Job Duty
To perform this job successfully, an individual must demonstrate the following competencies:
1. Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Reacts well under pressure.
2. Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
3. Customer Service – Manages difficult or emotional client and employee situations; Responds promptly to client’s/employee needs; Solicits client feedback to improve service; Responds to requests for service and assistance; Meets commitments.
4. Dependability – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan; Follows through on commitments.
5. Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.
6. Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions.
7. Initiative – Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
8. Innovation – Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others’ attention.
9. Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things; Approaches others in a tactful manner.
10. Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
11. Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules staff and their tasks; Develops realistic action plans.
12. Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
13. Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
14. Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
15. Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
16. Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality.
17. Quantity – Meets productivity standards; Completes work in timely manner; Strives to increase productivity.
Requisition Details
Requisition Details
Requisition Number
C/U - 0762023-P
Working Title
Administrative Assistant/Clerical Services Supervisor
Posting Type
External/Public Posting
Number of Vacancies
1
Advertised Salary
$22.85 Per Hour Minimum
Open Date
05/15/2023
Close Date
05/26/2023
Open Until Filled
No
Special Instructions Summary
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