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Home My WebLink About1.536 STAFF SERVICES SUPERVISOR 20220602PART I DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.536 Class Specifications for the Class: STAFF SERVICES SUPERVISOR SR-16, BU-04 Duties Summary: Plans, organizes, and conducts administrative housekeeping services, and supervises clerical assistants or others; and performs other related duties as assigned. Distinguishing Characteristics: This class is distinguished by its responsibility for administrative housekeeping services in support of program operations and activities in serving a divisional or district level program manager and program staff, including substantial personal involvement in staff services details on a periodic or cyclical basis. Supervision is exercised over 2 or more clerical subordinates. Examples of Duties: (The following are examples of duties and are not necessarily descriptive of any one position in this class. The omission of specific duties statements does not preclude management from assigning such duties if such duties are a logical assignment for the position). • Verifies and compiles expenditure information for budget planning purposes, and discusses program unit needs with unit heads; • Drafts budget estimates in required format for discussion and revision with program manager, and directs typing of final copy; • Proposes expenditure plan based on allotment for approval, and directs final typing and transmittal; • Establishes recordkeeping of encumbrances and expenditures, informs unit staff on purchasing procedures and allotment controls, reviews requisitions and monitors expenditures, reports, possible shortfalls, etc.; • Oversees use of a petty cash fund; • Maintains control of service contracts for office equipment and obtains bids from vendors, and may accept informal bids for minor maintenance within set limits; • May gather information for lease rental negotiations for space needed; PART I STAFF SERVICES SUPERVISOR 2 1.536 • Maintains a master inventory of office equipment and vehicles; • Effectuates equipment transfer and disposals as approved; • Supervises clerical subordinates in the maintenance of records, the preparation of various operational reports, and the reconciliation of records; • Directs the maintenance of personnel and payroll records and reports, and advises staff on personnel rules, regulations and procedures, and relays inquiries and information; • Maintains control on correspondence requiring response; • Directs filing and maintenance of operating manuals; • Plans, organizes, directs, and evaluates the work of subordinates; and • Performs other related duties as required. Knowledge of: Office practices and procedures, including records maintenance and filing, word and mail processing, and reception and related services; use and operational maintenance of standard office equipment; administrative housekeeping services, including fiscal recordkeeping, budget preparation and control, purchasing and inventory, and personnel recordkeeping; principles and practices of supervision. Ability to: Plan, organize, and direct a variety of basic administrative housekeeping services functions and activities; understand and apply developments in office automation; understand general program functions and activities; deal with a variety of administrative housekeeping services and seek advice and assistance as necessary; deal effectively with program staff services and subordinates, and schedule and coordinate work in order to meet established deadlines; assign and evaluate the work of subordinates, provide training, and perform other supervisory functions. This is an amendment to the specification for the class STAFF SERVICES SUPERVISOR, which was approved on January 12, 2015, effective June 16, 2014, and is to be substituted for that specification. Approved: June 2, 2022 (date) ANNETTE L. ANDERSON Director of Human Resources PART II DEPARTMENT OF HUMAN RESOURCES COUNTY OF KAUAI 1.536 Minimum Qualification Specifications for the Class: STAFF SERVICES SUPERVISOR SR-16, BU-04 Training and Experience: A combination of education and experience substantially equivalent to graduation from high school; and • three and one half (3 ½) years of specialized work experience. Qualifying Specialized Work Experience: Work experience in office and administrative housekeeping work experience which included the full range of office services in records and file maintenance, word and mail processing, and reception and related services, and responsibility for at least one or a combination of the following: fiscal, recordkeeping, budget preparation, purchasing, inventory control, or personnel services. Substitutions Allowed: The following may be substituted for education: A. Four (4) years of full-time general work experience may be substituted for a high school diploma. B. Successful completion of semester credits leading towards a degree or diploma from an accredited community college, college or university, trades school, etc., may be substituted up to four (4) years of the education requirement (15 semester credits = 6 months). C. An Associate’s, Bachelor’s, Master’s or PhD degree from an accredited community college, college or university, trades school, etc., may be substituted for the education requirement. The following may be substituted for experience: A. Successful completion of semester credits leading towards a degree or diploma in business or public administration or a related field from an accredited community college, trades school, may be substituted up to four (4) years of the specialized work experience requirement (15 semester credits = 6 months). PART II STAFF SERVICES SUPERVISOR 2 1.536 B. An Associate’s degree in business or public administration or related field from an accredited community college, business, or technical school, may be substituted for two (2) years of the specialized work experience requirement. C. A Bachelor’s degree in business or public administration or a related field from an accredited college or university may be substituted for up four (4) years of the specialized work experience requirement. D. A Master’s or PhD degree in business or public administration or a related field from an accredited college or university may be substituted for up to one (1) year of the specialized work experience requirement. If a degree is used to substitute for the education requirement, it may not be used again towards the experience requirement. If work experience is used to substitute for education, it may not be used again to meet the experience requirement. If the applicant holds more than one degree, transcripts must be provided, and a thorough review will be conducted by the DHR staff in order for more than one degree to be credited towards the minimum qualification requirements. Additional degrees can be considered if obtained independently through mutually exclusive classes from another degree being considered. Substitutions will be used to the advantage of the applicant. Quality of Experience: Possession of the required number of years of experience will not in itself be accepted as proof of qualification for a position. The applicant's overall experience must have been of such scope and level of responsibility as to conclusively demonstrate that he/she has the ability to perform the duties of the position for which he/she is being considered. License Requirement: Possession of the appropriate licenses or certificates as required of the position. Selective Certification: Specialized knowledge, skills and abilities may be required to perform the duties of some positions. For such positions, Selective Certification Requirements may be established, and certification may be restricted to eligibles who possess the pertinent experience and/or training required to perform the duties of the position. Agencies requesting Selective Certification must show the connection between the kind of training and/or experience on which they wish to base selective certification and the duties of the position to be filled. Tests: Applicants may be required to qualify on an appropriate examination. PART II STAFF SERVICES SUPERVISOR 3 1.536 Health and Physical Condition Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Grouping: Light This is an amendment to the specification for the class STAFF SERVICES SUPERVISOR, which was approved on January 12, 2015, effective June 16, 2014, and is to be substituted for that specification. Approved: June 2, 2022 (date) ANNETTE L. ANDERSON Director of Human Resources