Supervising Clerk

Salary : $89,666.72 - $108,960.80 Annually
Location : Throughout the County of Santa Clara, CA
Job Type: Full-Time/Part-Time
Job Number: 24-D34-B
Department: County-Wide Recruitment
Opening Date: 10/24/2024
Closing Date: 11/13/2024 11:59 PM Pacific
Bargaining Unit: 92
Description
Under direction, to organize and supervise the work of a moderate to large sized clerical staff and perform difficult clerical work.
Candidates who meet the employment standards will be invited to take an online written examination tentatively scheduled for the week of November 18th, 2024 . Qualifying candidates will be notified with examination instructions to the email provided on the job application.
Learn more about Santa Clara Health System at:
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Typical Tasks

• Assesses workload and establishes priorities;
  
• Schedules, assigns and reviews the work of clerical workers where assignments generally follow an established workflow or job specialization;
  
• Maintains the flow and quality of work within established standards and policies;
  
• Assures timely completion of the work;
  
• Selects or recommends the selection of employees;
  
• Orients employees to office;
  
• Trains or delegates the training of employees on specific tasks and work processes;
  
• Answers questions from subordinates regarding the work;
  
• Interprets rules and regulations;
  
• Evaluates and prepares formal evaluations of employee performance;
  
• Confers with supervisor and members from other units in order to be informed on policies and procedures and makes recommendations on their revision;
  
• Hears and resolves complaints from employees;
  
• Refers unresolved grievances and more serious complaints to higher supervisory level;
  
• Effects minor disciplinary measures such as warnings and reprimands;
  
• May perform difficult and responsible clerical work;
  
• Performs related work as required.

Employment Standards
A period of clerical development which has provided an opportunity to perform a variety of clerical assignments requiring a significant use of discretion and judgement, in addition to the following:
Experience Note: The knowledges, skills and abilities required to perform this function are normally acquired through a combination of training and work experience equivalent to three years of increasingly responsible and difficult clerical work experience, one of which must have included either full supervision or lead responsibilities for other clerical positions. The equivalent of college level coursework in Supervision and Management, Business Administration, or a related field may be substituted for one year of supervisory or lead work experience.
Knowledge of:

• Office practices and procedures;
  
• Record-keeping and filing systems;
  
• Style/format, grammar, punctuation, spelling, and general English usage;
  
• Use and utilization of general office machines;
  
• Basic mathematics;
  
• Supervisory principles and practices including work scheduling and instruction of workers on specific tasks.

Ability to:

• Determine priorities;
  
• Schedule, assign and review the work of clerical workers;
  
• Interpret and apply laws, ordinances, policies and procedures to specific situations;
  
• Collect and analyze data;
  
• Prepare reports;
  
• Establish and maintain cooperative working relationships with subordinates, superiors and others contacted in the work.

For some positions the following skills are necessary:
Typing where applying vocabulary, discretion in proper form, correct spelling, punctuation and grammar to maintain speed and accuracy.
Stenography which involves the recording and transcription of material that is of a specialized nature; responsibility for correct spelling, punctuation and grammar; material is normally dictated without regard to recording speed of recorder.
The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more
The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the with the bargaining unit applicable to the job classification.
In addition to the amazing perks above, the County also offers the additional benefits below.
Retirement Benefits
The County offers robust retirement plans including a (similar to the private sector's 401(k) plan) and the In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family's long-term financial well-being.
Health Flexible Spending Account
The empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.
Dependent Care Assistance Program (DCAP)
The enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the , an employer-funded DCAP, for employees with annual income under $120,000.
Life and AD&D
The County offers life and disability benefits including , Insurance, These benefits ensure financial security and income support when you and your family need it most.
Employee Assistance Program (EAP)
The County prioritizes employee mental health and well-being and offers a top-tier through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.
Employee Wellness
The offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.
Education Reimbursement
A generous program is available, including Education Reimbursement for employees seeking additional training and professional development.
NOTE : Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.
Click here to access all Memoranda of Understanding and most recent Summary of Changes.
01
Please answer the following questions. Completion of the following supplemental questions is REQUIRED for your application and is an integral part of the evaluation process. Initially, it will be used to evaluate against the employment standards. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process. Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. Please include the name of the employer, job title, job duties, dates of employment and number of hours worked per week for questions asking about your experience. A response of "see resume" or "see application" will deem your application incomplete. Vague, incomplete or non-responsive answers could result in no or low scores in a competitive rating process. Do you understand this requirement?

• Yes
• No

02
What is the highest level of education you have completed?

• None
• High School or GED equivalent
• College (1 to 29 semester units / 1 to 44 quarter units)
• College (30 to 59 semester units / 45 to 89 quarter units)
• College (60 to 89 semester units / 90 to 134 quarter units)
• College (90 to 119 semester units / 135 to 179 quarter units)
• College (120 or more semester units / 180 or more quarter units)
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctoral Degree

03
Please list the name of your degree, the level, and where it was obtained. If none, type N/A.
04
Indicate the number of years of experience you possess performing increasingly responsible and difficult clerical work.

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five to less than six years
• Six to less than seven years
• Seven to less than eight years
• Eight to less than nine years
• Nine to less than ten years
• Ten years or more

05
Describe your experience performing difficult clerical work with increasing responsibility. Responses must include job title(s), employer name(s), start/end date(s), hours worked per week, and a detailed description of tasks performed. If none, type N/A.
06
Indicate the number of years of experience performing either full supervision or lead responsibilities for other clerical positions.

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five to less than six years
• Six to less than seven years
• Seven to less than eight years
• Eight to less than nine years
• Nine to less than ten years
• Ten years or more

07
Describe your experience working as either full supervisor or lead for other clerical positions.Responses must include job title(s), employer name(s), start/end date(s), hours worked per week, and a detailed description of tasks performed. If none, type N/A.
08
Indicate if you have completed any of the following Training Programs through the County's Learning and Employee Development Department. Please attach corresponding certificate for any course(s) selected.

• Supervisor Success
• Managing and Improving Employee Performance
• Powerful Project Management
• Effective Communicator
• Interpersonal Skills for Professionals
• Skillful Business Writing
• None

09
List any college coursework completed in Supervision and Management or Business Administration. Include name of school or educational institution and the number of semester or quarter units (specify which) per course. If none, type N/A.
10
Describe your direct work experience with a wide range of personnel-related functions, including but not limited to payroll, leave administration, coordinating recruitment needs, implementing disciplinary actions, and providing trainings to staff. Responses must include job title(s), employer name(s), start/end date(s), hours worked per week and with a detailed description of tasks performed. If none, type N/A.
11
Describe your knowledge and experience in interpreting various union Memoranda of Understanding and Agreement (MOU/MOA). Responses must include job title(s), employer name(s), start/end date(s), hours worked per week and with a detailed description of tasks performed. If none, type N/A.
12
How did you find out about this job?

• Contacted by County Recruiter
• Contacted by a Recruitment Firm
• County Employee Referral
• County of Santa Clara Career Website
• County of Santa Clara Job Interests Email Notification
• Facebook
• Instagram
• LinkedIn
• Indeed
• Virtual Job Fair
• In Person Job Fair
• In-Person Networking Professional Event
• Virtual Networking Event
• Community Event
• Glassdoor
• Governmentjobs.com
• Professional Association
• Search Engine (Google, Bing, online search, etc.)
• Hospital Website: SCVMC, O'Connor Hospital, St. Louise Regional Hospital Website
• Handshake
• Student Career Center
• County Text Message
• County Career Newsletter
• Other (Specify in the next question)

13
If you selected an event/fair or other in the question above, please specify. If not, type N/A.
Required Question