Office Specialist, Sr.

Job Summary

The Travis County Medical Examiner's Office provides medicolegal death investigation, forensic autopsy and laboratory services for Travis County and a number of surrounding counties. Senior Office Specialists perform complex clerical and administrative work and provides advanced customer service to foster positive public relations. Performs a variety of advances administrative, analytical, or technical work of a highly specialized nature. Analyzes, resolves and documents difficult problems by using appropriate and defined methods. Researches operational databases, manuals and electronic files to respond to customers and/or caller inquiries. Coordinates and completes data collection, analysis, reporting, documentation or projects.

DISTINGUISHING CHARACTERISTICS:

This is the third in a series of three general clerical-related job classifications within the Administrative Support job family. This classification is distinguished from the Office Specialist in that incumbents typically specialize in a division/department function and also possess broader knowledge/skills about division/department operations to allow more independence in carrying out responsibilities. This classification is distinguished in that incumbents frequently work under their own initiative in performing advanced administrative/support duties and/or providing formalized work leadership. Frequently trains clerical personnel. The results of assigned projects have direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.

Duties and Responsibilities

• Applies functional knowledge to analyze and respond to matters requiring comprehensive knowledge of department policies and procedures. Performs and conducts research and interpretation of data. Coordinates and completes data collection, analysis, reporting, documentation or projects and other duties to ensure accurate and timely processing or development of required operational needs. Researches operational databases, manuals and electronic files to respond to customers and/or caller inquiries. Compiles information in a self-reporting relational database system and generates monthly workload and performance reports.
• Coordinates or performs all functions within a distinct, complex program area easily distinguishable from other operations or involving specialized operations that are not readily integrated into other work processes within the department. Performs highly specialized duties in furtherance of department/division mission. Supervises and trains clerical subordinates. Assists in computer training of new employees and general training of volunteers. Provides assistance to others on difficult assignments.
• Analyzes, resolves and documents difficult problems by using appropriate and defined methods. Authorizes exceptions to policy within defined limits and response time subject to demand for immediate service. Reports to and advises customers, representatives of other counties, law enforcement agencies and businesses. Documents actions taken in response to all inquiries.
• Acts as primary customer contact for assigned function with outside organizations or other departments. Responds to technical computer system and/or administrative questions and ensures necessary follow up. Responds to requests in person, by mail, and by telephone, based upon the application of established rules and regulations. Provides technical advice and assistance regarding documents required for all types of transactions. Takes initial steps to resolve and/or resolves citizen complaints about division/department. Ensures departmental policies and procedures are followed and statutory requirements are met.
• Performs various tasks involving processing of forms, letters, data entry/retrieval, equipment maintenance and inventory control. Participates in complex technical administrative projects with staff as directed. Assists with specialized or difficult work activities of subordinates or other staff members. Reviews documents presented for transactions. Prepares forms and determines amount of fee by applying established rules and regulations. Collects fees and provides receipts. May perform duties of Office Specialist. May serve as timekeeper. May perform transcription duties, as required for the generation of autopsy reports and other documents.
• Performs other job-related duties as assigned.

Minimum Requirements

Education and Experience:
High School diploma or G.E.D. AND four (4) years of increasingly responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages AND a minimum of one (1) year experience in a directly related function;
OR,
Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
Licenses, Registrations, Certifications, or Special Requirements:
None required.
Knowledge, Skills, and Abilities:
Knowledge of:

• Modern office/clerical practices and procedures, and methods.
• Policies, practices, procedures and terminology of assigned function.
• File management and techniques.
• Principle and procedures of record keeping.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business letter writing, grammar and punctuation, and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

• Resolving complex problems.
• Conducting research and presenting information.
• Processing financial reports, including receipts, claims, and disbursements.
• Performing cashier duties, such as receiving cash, issuing and posting receipts for fee payments or other charges.
• Recording and compiling material for reports.
• Operating a variety of modern office equipment, including a computer.
• Both verbal and written communication.

• Compile data and to write clear and comprehensive reports.
• Create effective filing systems, and retrieve and disseminate information.
• Train and supervise office personnel.
• Work independently and accomplish department/division objectives.
• Perform multitasking.
• Maintain confidential data and information for executive staff.
• Understand and carry out verbal and written directions.
• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.

Work Environment & Other Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.
Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.
This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.