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Los Angeles County Metropolitan Transportation Authority

Job Specification

OFFICE SUPERVISOR

 

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Pay Grade
H1H ($58,115.20 - $72,633.60 - $87,152.00)
Job Summary

Manages the office administration of a department.

Duties and Responsibilities
  • Develops office systems, procedures, and prepares procedures manuals
  • Coordinates general office activities and ensures completion of administrative support projects
  • Maintains departmental personnel records and audits department's timesheets
  • Monitors, researches, and reports on trends in attendance records
  • Oversees, processes, and resolves problems with timekeeping reports and bi-weekly payroll
  • Prepares close-out forms for terminating employees
  • Prepares comprehensive reports and correspondence
  • Oversees ordering, receipt, distribution, and maintenance of office supplies, equipment, and furniture
  • Coordinates union grievances with management and appropriate staff
  • Develops and maintains filing systems, records, and logs, including computerized database files
  • Compiles and generates computer reports using on-line, interactive processing on PCs (Personal Computers)
  • Inputs and extracts various information, including confidential data, from mainframe computer and PCs
  • Assists in developing and monitoring department budget
  • Supervises, trains, mentors, and motivates assigned staff
  • Accounts for assigned staff and personal compliance with all of Metro′s safety rules, polices, and procedures
  • Contributes to ensuring that the Equal Employment Opportunity (EEO) policies and programs of Metro are carried out

May be required to perform other related job duties

Essential Knowledge, Skills and Abilities

Knowledge of (defined as a learned body of information that is required for and applied in the performance of job tasks)

  • Theories, principles, and practices of general office procedures, supplies, and equipment
  • Applicable local, state, and federal law, rules, and regulations governing labor conditions for a public agency
  • Personal computer (PC) business software applications
  • Benefits and Human Resources policies and procedures, including represented labor agreements
  • Principles of supervision


Skill in (defined as the proficient manual, verbal, or mental utilization of data, people, or things)

  • Establishing and maintaining complex filing systems
  • Preparing spreadsheets
  • Preparing comprehensive reports and correspondence
  • Analyzing situations, identifying problems, and recommending solutions
  • Exercising sound judgment and creativity in making decisions
  • Communicating effectively orally and in writing
  • Interacting professionally with various levels of Metro employees and outside representatives
  • Operating computers and general office equipment


Ability to (defined as a present competence to perform an observable behavior or produce an observable result)

  • Compile and analyze data
  • Think and act independently
  • Handle highly confidential information
  • Understand, interpret, and apply laws, rules, regulations, policies, procedures, contracts, budgets, and labor/management agreements
  • Establish and implement policies and procedures
  • Make financial decisions within a budget
  • Supervise, train, mentor, and motivate assigned staff
  • Properly apply progressive discipline in accordance with Metro policies or applicable Collective Bargaining Agreements
  • Read, write, speak, and understand English
Minimum Qualifications

A combination of education and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis. A typical combination includes:

Education

  • Associate′s Degree in Business, Public Administration, or a related field; Bachelor′s Degree in Business, Public Administration, or a related field preferred


Experience

  • Five years of relevant secretarial/administrative experience; supervisory-level or lead experience preferred

Certifications/Licenses/Special Requirements

  • A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions

 

Special Conditions

The physical demands described are representative of those that must be met by the employee to successfully perform the essential functions of this job. Metro provides reasonable accommodation to enable individuals with disabilities to perform the essential functions.

Working Conditions

  • Typical office situation
  • Close exposure to computer monitors and video screen


Physical Effort Required

  • Sitting at a desk or table
  • Operate a telephone or other telecommunications device and communicate through the medium
  • Type and use a keyboard and mouse to perform necessary computer-based functions
  • Communicating through speech in the English language required
 

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Job GroupJob Class CodeFLSA StatusDate OriginatedDate Revised
Non-Contract8614Non-Exempt16-MAY-9426-AUG-19

Disclaimer
This classification is at-will and the incumbent serves at the pleasure of the hiring authority when classified as an Intermittent, Emergency, or Temporary employee and/or is assigned to the Office of Inspector General (OIG) or Board Clerk's Office.

This job specification is not to be construed as an exhaustive list of duties, responsibilities, or requirements.

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