Office Specialist I - County Manager

Major Functions

Illustrative Duties

• Responsible for routine and well-defined program(s) requiring limited use of discretion, selection, or resources.
• May perform a variety of clerical, secretarial, and/or receptionist duties for a program activity or section of a division or department under direct and daily supervision including answering, screening, and routing phone calls, typing, mail distribution; completing and processing standard County forms (i.e. accounts payables, travel requisitions, field purchase orders); completing payroll time sheets; reviewing documents for completeness and accuracy; maintaining sensitive files (personnel, project, program); and, maintaining appointment calendar.
• May be responsible for researching and pulling records and information to assist the supervisor.
• May perform word processing assignments on a daily, continuous basis.
• Composes routine replies to correspondence in accordance with department and county procedures.
• May prepare and compile accounting and statistical tables and reports from miscellaneous materials.
• May monitor budget expenses and limits.
• May provide clerical support to a special board or committee which includes attending meetings; setting up meetings; scheduling rooms and equipment; compiling and distributing agendas; taking and transcribing minutes; completing necessary follow-up; contacting members; etc.
• May maintain a computerized database for a division/activity program which includes updating and purging records, preparing/formatting reports, and trouble-shooting system problems.
• Defers problems to a higher level for resolution and may coordinate workflow with other divisions/activities.
• May be responsible for maintaining supply levels and ordering stock.
• Receives calls and routes on to appropriate staff or division/activity any complaints or requests for information from citizens or others regarding county services or related information.
• May address routine or general questions relative to assigned division/activity procedures, policies, or operations.
• Researches and assembles a variety of data from office records for incorporation into various reports.
• May operate a computer program which may require skills and knowledge in programming, formatting, and retrieving data in a variety of reports.
• May update or maintain files related to an operating system (i.e. OnBase, Axia) or an internal program of complex databases.
• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

Minimum Requirements

Knowledge, Skills & Abilities

• Knowledge of business English, spelling, and math.
• Knowledge of the overall function and responsibilities and services rendered by the division/activity to which assigned.
• Knowledge of modern office practices and procedures.
• Ability to understand and follow oral and written instructions.
• Ability to learn and perform assigned clerical duties readily and adhere to prescribed routines.
• Ability to meet and deal effectively with the public and employees.
• Ability to maintain complex statistical records and to prepare periodic reports from such records.
• Ability to use own judgement and discretion in execution of duties.
• Ability to plan, organize, and oversee the own work and other clerical staff.
• Ability to provide information correctly and concisely, orally and in writing.
• Ability to perform routine secretarial tasks as required by the position.
• Ability to learn and use a personal computer.
• Ability to type accurately from rough draft, plain copy or recording at a reasonable rate of speed.
• rate of speed.