GRADE: 13

SALARY: $41,392 – $64,688

POSITION TITLE: Clerical Supervisor – Lab

DEPARTMENT: Laboratory

REPORTS TO: Lab Director

Position Summary

Performs a wide variety of duties to supervise support functions for the Department’s Laboratory/Identification Division, to ensure an efficient operation. Partially develops and monitors the Laboratory’s annual budget, and all record keeping related to Department issued Laboratory/Identification equipment.

FUNCTIONS OF THE JOB

Essential Functions

• Supervise personnel assigned in positions of administrative support. Respond to questions and resolve problems as they arise, order personnel to complete various assignments and ensure that all assigned work is completed in an accurate and timely manner.
• Ensure the administrative clerks and other clerical staff members track evidence properly.
• Develop computerized forms to be used by Division personnel.
• Maintain budget account records.
• Maintain a spreadsheet for the fixed assets and capital assets for the Laboratory/Identification Division.
• Prepare, maintain and update records and forms pertaining to personnel actions and matters, to include work schedules, vacations, sick leave, requests for leave, holidays, limited duty, workers’ compensation, training, etc.
• Prepare various reports, memorandums, letters and forms for signature of the Laboratory Director, to include administrative reports and memorandums, Civilian of the Month nominations, orders and instructions from the Director/Assistant Director of the Laboratory, and correspondence in response to inquiries from internal and external agencies.
• Prepare various monthly and annual reports and assist the Director/Assistant Director of the Laboratory in preparation for audits.
• Assist with the development and preparation of the annual budget. Responsible for developing all budget items dealing with administrative support services, new purchases, and all non-analytic supplies.
• Keep contracts with outside vendors current.
• Act as a conduit between all Division Managers, Supervisors and the Division Director regarding the development of budget items for new equipment purchases; service contract purchases, and repair accounts to ensure continued operation of all laboratory equipment and instrumentation.
• Approve Duty Roster.
• Prepare requisitions for supplies and equipment, develop and maintain a tracking system for purchase orders.
• Answer telephones and respond to inquiries, ensure continued organization of laboratory files and purge files as necessary.
• Regular, punctual attendance is required
• Update the Laboratory Information Management System (LIMS) database

QUALIFICATION REQUIREMENTS

• A high school diploma or General Educational Development (G.E.D.) certificate plus additional broad specialized training equal to an Associates Degree.
• At least two years in a supervisory/managerial capacity and the ability to sufficiently supervise a group.  Experience in budgeting and purchasing protocols preferred.

Knowledge, Skills, and Abilities:

• Data Utilization: Requires the ability to perform mid-level data analysis including the ability to audit, deduce, assess, conclude and appraise. Requires discretion in determining and referencing such established criteria to define consequences and develop alternatives.  
• Human Interaction: Requires the ability to provide first line supervision to clerical support staff. Ability to persuade, convince, and train others. Ability to advise and provide interpretation regarding the application of policies, procedures and standards to specific situations.  
• Equipment, Machinery, Tools and Materials Use: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a computer terminal, copy and fax machines, and/or materials used in performing essential functions.   
• Verbal Aptitude: Requires the ability to utilize a variety of advisory data and information such as purchase orders, statistical data, reports, statutes, procedures, guidelines and non-routine correspondence. 
• Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; perform basic algebra and descriptive statistics. 
• Functional Reasoning: Requires the ability to apply principles of influence systems such as supervision, managing, leading, teaching, directing, planning, coordinating and controlling. Ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.  
• Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable. 
• Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury. 
• Physical Requirements: Tasks involve the ability to exert light physical effort in sedentary to light work. Tasks may involve extended periods of time at a keyboard or workstation. 
• Sensory Requirements: Requires the ability to recognize and identify individual characteristics of colors, shapes, and sounds associated with job-related objects, materials and tasks.
• Display a working knowledge of statistics as they relate to keeping records of the Division budget, purchases and personnel records.
• Ability to exercise extreme discretion regarding confidential information.
• Ability to think logically to define problems and establish facts.
• Ability to apply common sense understanding to carry out instructions furnished in written and oral form.

Working Environment:

• Normal office environment with attending outside functions when required.

Machines, Tools, Equipment and Work Aids: 

• Personal Computer
• Telephone
• Copier/Fax Machine
• Scanner
• Microsoft Office Suite

PHYSICAL/VISUAL ACTIVITIES OR DEMANDS

While performing the duties of this job, the employee is regularly required to sit, reach, grasp, talk, and hear.

This position requires clarity of vision at 20 inches or less and the ability to bring objects into sharp focus, while reading from a computer screen.

The job has light physical demand (primarily sedentary) requiring the employee to exert negligible force frequently to lift, carry, push, pull or otherwise move objects in the normal course of routine office activities.

The St. Louis Metropolitan Police Department is an Equal Opportunity Employer.

The job description does not necessarily contain all of the actual or essential duties of this position.  All job offers are contingent upon passing a medical evaluation/drug screen and criminal background check.

Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.  

“Commonly associated” is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.