Office Supervisor

Job Description:

Office Supervisor

Description

Job Summary

Mohave County Recorder's Office is currently recruiting for an Office Supervisor in the Kingman, AZ location.

Performs secondary line supervisory work involved in maintaining the administrative, business and clerically-oriented processes of a large office staff within a major department that performs a wide variety of clerical functions. Positions are responsible to a department director or staff level manager/administrator for maintaining the administrative, business and clerically-oriented processes of the department. Positions have full supervisory responsibility, independently develop and implement new procedures and have a major impact on the department's budget and planning processes. Positions assist in establishing office policies and set standards for the interpretation and application of departmental policies as they apply to the office functions. This class is also distinguished because of the level of work it supervises, the responsibility for a number of separate functions, the complexity and impact of the functions, the size and level of the organization and in that it reports directly to a department director or staff level manager/administrator.

REPORTS TO

Work is performed independently under general direction of a department director or staff level manager/administrator. The employee is expected to exercise initiative and independent judgment in accordance and ensuring compliance with established procedures and regulations.

SUPERVISION EXERCISED
Directly exercises immediate to general supervision over an assigned staff.

Essential Job Functions

• Supervises, coordinates, directs and participates in the activities of assigned department.

• Supervises, coordinates and performs a variety of administrative staff work such as: scheduling; maintaining records; reviewing departmental records to ensure compliance to regulations and procedures; assisting in the development and implementation of new or revised procedures; policies and training methods for department; responding to requests for information or services; performing related administrative, planning and research activities; and preparing correspondence, reports, statistical information and may prepare budget materials for budget development and planning.
• Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments and revisions as directed; prepares purchase orders and supply requisitions; may monitor receipt of materials and invoices; processes travel claims; oversees financial records.
• Determines best course of action in the completion of assignments in department including setting priorities.
• Serves as clerk and maintains official files of minutes, agendas and resolutions of Mohave County commissions and committees supported by the Department; prepares and distributes notices, agendas and supplementary materials, schedules facilities and audio-visual equipment, prepares transcribed minutes and follow-up actions, and video or audio recordings of meetings.
• Creates and processes letters, newsletters, e-mails, and other documents independently for the department head; provides effective oral and written communication, and maintains relationships with office staff serving the Board of Supervisors, the Clerk of the Board of Supervisors, members of the County commissions and committees supported by the department, other county offices, outside agencies, the public, and the news media; assists in preparing news releases and communication bulletins regarding department activities; edits letters, performance reports, newsletters and any related publications for the department.
• Instructs personnel on County and departmental personnel rules, policies, and procedures; serves as departmental liaison to County human resources; maintains strict confidentiality of personnel information processed as part of regular departmental business.
• Completes performance evaluations; may make hiring recommendations; recommends disciplinary actions; approves vacations and time off; prepares work schedules and assignments; supervises the activities of assigned personnel; audits files and monitors reports and recordkeeping activities filed by assigned personnel for completeness, accuracy, and adherence to and ensuring compliance to policies, procedures, rules and regulations of department; instructs personnel on departmental policies, procedures and techniques; and provides training.
• Assists and instructs assigned personnel in the resolution of difficult problems and situations.
• Assists general public in the resolution of difficult problems and situations.
• Assists in and coordinates activities and programs with other county departments.
• Prepares, complete, accurate and timely reports, records and logs.
• May perform any duties and responsibilities of department as required.
• Communicates and acts in a professional manner with the public, co-workers, and work contacts.

As assigned to the Recorder’s Office (may include any and/or all of the essential functions above):

• Evaluates training needs of staff and prepares, coordinates and provides training and mentoring with assigned areas of responsibility. Monitors and analyzes reports and provides information and summaries to the department’s Management Team.
• Issues coaching/counseling forms and other disciplinary actions and handles employee complaints and timely first response to grievances.
• Performs critical duties in reference to the opening and closing of the office.
• Responsible for daily cash balancing and deposits of recording staff and preparing daily Treasurer Receipts.
• Manage and access cash drawer and safe.
• Follows and adheres to State of Arizona records retention, transfer and destruction schedules.
• Explains policies, procedures and laws in order to respond to the most difficult and complex inquiries directly related to the duties performed.
• Participates as a member of the department’s Management Team.
• Cross trains in other Recorder Department positions as needed.
• Assist in departmental budget preparation and inventory.

SECONDARY JOB FUNCTIONS

• Performs related work as required.
• Performs special assignments as requested.

• Exercise regular and predictable attendance and punctuality in accordance with Mohave County Personnel Policies and Procedures.

Minimum Qualifications

• High School Diploma/GED (General Education Degree).
• Three (3) years progressively responsible experience in the performance of advanced/specialized level work as an Office Assistant Senior or Office Specialist in assigned or related department or three (3) years progressively responsible advanced level clerical/technician work experience specific or related to assigned department.
• One (1) year first line supervisory experience.

• OR an equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.

SPECIAL JOB REQUIREMENT

• Must possess a valid driver’s license for operation of motor vehicles on Arizona roads at the start of employment and maintain said license while employed in this position.
• Provide acceptable driving history at no cost to the County.
• A requirement of proficiency to type 60 words per minute (wpm) may be necessary.

As assigned to the Recorders Office:

• Must be registered to vote in the state of Arizona.

Knowledge, Skills & Abilities

Knowledge of:

• Administrative rules and regulations and the policies and procedures of federal, state and county requirements utilized in the assigned department.
• Organization of the department.
• Modern office practices, procedures and equipment.
• Index and filing systems.
• General finance and accounting principles.
• Effective telephone and audio/visual conferencing techniques.
• English, grammar, punctuation, and spelling.
• Principles of Internet research.
• MS Word, Excel, and PowerPoint software applications; Adobe Acrobat software; database software; Internet social media for news releases; e-mail, calendar, and task scheduling software applications.
• Mohave County Personnel Policies and Procedures, and Department Regulation.

As assigned to the Recorder's Office (may include any and/or all of the knowledge above):

• Arizona Revised Statues regarding property records, recording requirements, and retention schedules.
• Department policies, rules, and procedures.

Skill in:

• Courtesy and tact in dealing with the public and public officials.
• Mathematics to perform calculations and general accounting procedures.
• Principles and practices of leadership, supervision and training.
• Effectively operating modern office machines as necessary to include typewriters, calculators, copiers, fax machines, Internet enabled telephones, audio/video conferencing equipment and skill in utilizing computer hardware and software including personal computers, tablets, handheld computers, and scanners.
• Establishing and maintaining effective file systems.
• Performing research and compile information from a variety of sources.

As assigned to the Recorder's Office (may include any and/or all of the skills above):

• Interpreting instructions furnished in written, oral, diagrammatic or schedule form and exercising independent judgment to adopt of modify methods and standards to meet variations in assigned objectives.
• Communicating and maintaining professionalism with the public, co-workers, and work contacts.

Ability to:

• Exhibit and instruct strong customer-service skills and strong team orientation.
• Set priorities, assign, schedule, train, supervise, audit, and evaluate work activities and to persuade assigned personnel effectively.
• Understand, interpret and apply pertinent federal, state and local rules, regulations, procedures and policies of assigned department.
• Maintain confidentiality of privileged and sensitive information.
• Work independently.
• Perform and coordinate department purchases and expense reconciliation, research and implement methods to save costs, interpret financial data, estimate expenses, and prepare and track budgets.
• Hold staff meetings and collaborate with other departments to facilitate efficient workflow.
• Develop appropriate, effective and efficient methods of completing assignments.
• Follow complex oral and written instructions and communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Prepare clear, concise, grammatically correct (including punctuation and spelling), letters, memos, minutes, and other written documents.
• Exercise independent thinking and good judgment.
• Comply with Mohave County Personnel Policies and Procedures, and Department Regulations.
• Perform the essential functions of the job specifications with or without a reasonable accommodation.

As assigned to the Recorder's Office (may include any and/or all of the abilities above):

• Follow and adhere to Arizona Revised Statutes for document recording and retention schedules and other statutes as required.
• Effectively analyze and interpret proper statutory requirements for document recording.

https://resources.mohave.gov/file/HumanResources/Benefits/Benefits%20Overview.pdf

Closing Date/Time: 2/11/2025 5:00 PM Arizona

Salary:

$48,380.80 - $80,017.60 Annually