SUPERVISOR GENERAL AND SUPPORT SERVICES

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under the direction of a supervisory official in a department, agency, or institution, develops procedures, oversees operational units, and advises in the overall planning organization and management of the department's agency's or institution's support services, and plans, organizes, and implements activities related to the department's agency's or institution's building complex and field offices including construction, physical placement of offices, and other support services; does related work as required.

Examples of work

Supervises staff, exercising direction and guidance with regard to work policies, training, personnel actions, program development, general services, and future planning. Plans, organizes, and assigns the work operations and/or functional programs and evaluates employee performance and conduct, enabling the effective recommendation of the hiring, firing, promoting, and disciplining of subordinates. Oversees and directs the implementation and maintenance of physical plant changes to state-owned buildings which includes systems, problems, office relocations, and renovations. Supervises the department's agency's or institution's central stockroom, which includes stocking, storing, office supply distribution, and maintaining inventory to ensure compliance with purchasing guidelines. Supervises and directs the department's, agency's or institution's central pool vehicle operation including the assignment of vehicles, maintenance schedules, appropriate mileage usage reports, and associated costs for reimbursement purposes. Responsible for the department's, agency's or institution's nightly shuttle service, ensuring a timely pickup schedule to appropriate destinations. Oversees and directs the work function of the department's, agency's or institution's warehousing operations to include storage and retrieval of surplus furniture and equipment, modular components, central stockroom supplies, copy paper, record retention, file boxes, and supplies for the department. Supervises the maintenance of the department's, agency's or institution's signage program and directories to include ordering of supplies, inventorying, making and installing nameplates, overhead, and directional signs. As requested, develops financial reports regarding postal, furniture configuration/reconfiguration, and office supply cost benefits. Prepares and develops user cost figures for office supplies, mailing services, and office configuration. Acts as liaison between the department, agency, or institution, the US Post Office and the Capital Post Office for the receipt, processing, and distribution of all department, agency or institution mail, the establishment of cost saving measures, changing postal rates, and new postal policies. Responsible for preparing various rooms throughout the department for special events, press conferences, public hearings, departmental hearings, and seminars throughout the state, which includes set up, transporting needed materials, and collecting and storing of equipment. Supervises and coordinates the planning, constructing, reconfiguring, storing, delivering, removing, repairing, or replacing all modular furniture components and hardware for the department, agency or institution. Oversees the receipt of incoming deliveries and security at the department's, agency's or institution's loading dock. Directs and coordinates mail operations which include the receipt and processing of incoming and outgoing, interoffice, certified, insured mail, and all special requests, hand carries, special deliveries, and pickup for the department, agency or institution located in the Trenton area and state-wide. Supervises and coordinates the maintenance and security of the department's, agency's or institution's file cabinets and pedestal files, which includes repairing broken locks, opening jammed and/or keyless locks, and replacing keys from outside vendors. Prepares and develops user cost figures for office supplies, mailing services, and office configuration. Prepares and submits to the supervisory official for their review, operating budgets for all programs/units assigned. Reviews publications concerning office equipment/supplies and postal service information and forwards to appropriate staff for review. Develops and monitors the department's, agency's or institution's tracking systems regarding cost analysis for office supplies and postal services. Supervises and/or performs special duties and assignments as requested by management such as surveys, studies, and research activities. Prepares reports and correspondence. Supervises the establishment and maintenance of records and files. Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

Knowledge of management practices, procedures, problems, and analysis including budgeting, administrative practices, and procedures. Knowledge of the programs, responsibilities, functions organization, budget and operating, and other problems of the department, agency or institution. Knowledge of mail operation procedures and postal policies established by the US Postal Service. Knowledge of providing policy guidance and assistance in the preparation of schedules outlining the essential steps to be taken in the management for all services. Knowledge of the Central Motor Pool guidelines for maintaining state-owned vehicles ensuring they operate in a safe and efficient manner. Knowledge of the department's, agency's or institution's floor plans so that various rooms can be set up for special events and press conferences. Knowledge of the distribution center's services and supplies so that the department, agency or institution is well stocked at any given time. Knowledge of and skill in supervisory techniques. Ability to organize assigned technical analysis and evaluation, related work, and develop effective work methods. Ability to read and interpret laws, rules, and regulations and apply them to specific situations. Ability to plan and supervise warehouse processing. Ability to conduct and supervise continuing studies and analyses to determine budget requirements, the necessity of revision in administrative procedures and programs, and to prevent inefficiency and waste. Ability to use basic information to develop standards to be applied to administrative practices and procedures. Ability to assign, instruct, and supervise technical staff. Ability to plan and supervise the review of operating procedures and provide advice and assistance on matters pertaining to operating requirements. Ability to plan, carry out, and supervise assigned surveys, studies, and research activities and report thereon. Ability to prepare reports on administrative matters. Ability to supervise the maintenance of records and files. Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units. Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication. Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed. Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience. Eight (8) years of professional experience in work involving the review, analysis, and evaluation of budget, organization, administrative practices, and the recommendation of improved operating methods in a large business or government agency, one (1) year of which shall have been in a supervisory capacity. OR Possession of a bachelor's degree from an accredited college or university; and four (4) years of the above-mentioned professional experience, one (1) year of which shall have been in a supervisory capacity. OR Possession of a Master's degree from an accredited college or university in Accounting, Business Administration, Public Administration, or other related fields; and three (3) years of the above-mentioned professional experience, one (1) year of which shall have been in a supervisory capacity. "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.