Clerical Services Supervisor

As part of our total benefit package, Macomb County proudly offers medical, dental, and vision coverage, with no monthly premium to employees for single, two (2) person or family coverage. Health care, dental and vision benefits are effective the first day of employment.

To learn more about Macomb County benefits click here

CLASSIFICATION TITLE:

SALARY:

DEPARTMENT:

Opening Date:

Closing Date:

FLSA STATUS: Non-exempt - Overtime pursuant to Collective Bargaining Agreement

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

CURRENT HOURS AND STARTING TIME:  Full-time (37.5 hours per week) position. The starting time for this position is 8:00am – 4:30pm.

GENERAL SUMMARY

Under the direction of the Sheriff or assigned supervisor, this position plans, assigns and supervises the work of the Sheriff’s Office clerical support staff.  The Clerical Services Supervisor participates in the interviewing, selection, and training of clerical employees and acts as the department’s Freedom of Information Act Coordinator. The position is also responsible for compiling statistical and informational data, preparing related reports, letters and other necessary documents as directed.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Plans, assigns and supervises the work assignments of clerical support staff.

Participates in the interviewing, selection and training of clerical support staff.

Acts as Freedom of Information Act (FOIA) Coordinator for the Sheriff’s Office.

Compiles and tracks information and prepares related statistical reports.

Implements and explains department policies and regulations to employees and general public.

Acts as a liaison between the Sheriff’s Office, outside law enforcement agencies and the courts.

Operates an automobile to perform assigned job functions.  

Performs related duties as assigned.

QUALIFICATIONS

Required Education and Experience

• High school diploma or GED equivalent
• Five (5) or more years of progressively more responsible administration and/or clerical experience

Preferred Education and Experience

• Bachelor’s degree from an accredited college or university in Business, Management or other related field
• Previous supervisory experience

Required Licenses or Certifications

• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Techniques for planning, delegating, and monitoring the work of subordinate staff, as well as performance evaluation and disciplinary procedures
• Freedom of Information Act (FOIA) and state-specific public record laws to ensure legal compliance
• Police department operations, court proceedings, and the flow of legal documentation
• Principles and practices of basic bookkeeping
• Modern office equipment, computers and software, Microsoft Office Suite (Excel, Word, Outlook), and database management tools

Skill in:

• Training and developing staff while maintaining a productive and professional office environment
• Writing professional letters, complex forms, and reports with a high degree of accuracy and appropriate tone
• Performing a variety of duties, often changing from one task to another of a different nature
• Maintaining effective and appropriate working relationships with elected officials, Administrators, Department Heads, staff, union officials and the public
• Organization and time management

Ability to:

• Multitask in a fast-paced environment while meeting strict legal and departmental deadlines
• Supervise, direct, review and organize the work of assigned staff
• Exercise considerable judgment and make decisions in accordance with laws, regulations and established policies and procedures
• Handle sensitive criminal justice information and personnel records with the utmost discretion
• Work in an environment which embraces the county’s Dignity Campaign
• Effectively speak, write and understand the English language
• Effectively speak, write and understand a language other than English is preferred
• Understand and carry out oral and/or written instructions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Work independently

WORK ENVIRONMENT/CONDITIONS

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

Work Environment

Office or similar indoor environment: F/C

Outdoor environment: N/S

Street environment (near moving traffic): N/S

Construction site: N/S

Confined space: N/S

Exposures

Individuals who are hostile or irate: O

Individuals with known violent backgrounds: O

Extreme cold (below 32 degrees): N/S

Extreme heat (above 100 degrees): N/S

Communicable diseases: N/S

Moving mechanical parts: N/S

Fumes or airborne particles: N/S

Toxic or caustic chemicals, substances, or waste: N/S

Loud noises (85+ decibels): N/S

Blood Borne Pathogens: N/S

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.

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

Demand:

Balancing on even or uneven surfaces/ground: N/S

Bending (forward or backward bending at the waist): F/C

Climbing up or down stairs, ladders, scaffolding and platforms: N/S

Crawling (moving about on hands and knees). Inspecting in confined spaces: N/S

Digging:  N/S

Driving on sealed and unsealed roads: O

Grasping, gripping, holding, clasping with fingers or hands: F/C

Kneeling to work at low levels: N/S

Manual Dexterity (fine finger movements i.e., keyboard operating, writing): F/C

Lift/Carry/Move objects from one level/position to another:

Up to 34 pounds: O

More than 34 pounds: N/S

Push/Pull objects away from or towards the body: O

Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended): O

Sitting in a seated position during the task performance: F/C

Standing in an upright position without movement: O

Walking considerable distances in the facility on multiple surfaces: O

Running considerable distances in the facility on multiple surfaces: N/S

GENERAL REQUIREMENTS AND DISCLAIMERS

Complies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please tell us if you require accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations. 

The TPOAM- Supervisors bargaining unit represents this position.  Therefore, there may be contract language which could require consideration in the selection process.