Office Support Specialist (Represented)

Position Description

This position announcement will be used to fill a Full-Time, Represented Office Support Specialist vacancy within the Department of Recreation and Parks.

This is advanced level Office Support work requiring special skills and knowledge in a specific program area. Personal contacts are with county managers, employees, the general public, other municipal or private sector agencies for the purpose of receiving and exchanging information, explaining procedures to facilitate a process, provide a service, or resolve operating problems.
NATURE AND VARIETY OF WORK
Work involves serving as the primary Office Support employee for an organizational unit, with responsibility for coordinating varied and extensive Office Support work for a designated area or function such as budget, finance, human resources, procurement, public works, planning, recreation, public safety, etc.
Employees in this class carry out varied and extensive Office Support services. The employee plans and carries out tasks independently, determining the sequence of work, obtaining necessary data or information, and selecting appropriate methods and procedures to accomplish work. Problems encountered in carrying out assignments are resolved in accordance with office policies and accepted practices. Guidelines consist of County Code and/or legislation, administrative procedures, and written or verbal instructions from the supervisor. The employee must exercise independent judgment in locating, selecting, and applying the appropriate law, rule, regulation, or procedures to a specific situation. The work consists of a variety of administrative processes and methods, including the use of office automation systems and computer applications to produce correspondence, reports, and other documents in a variety of formats. The work products support and affect the accuracy, reliability, and timeliness of office programs, services, and functions. The work consists of operating a computer keyboard or video display terminal.

Examples of Duties and Knowledge, Skills and Abilities

(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class.)
Uses personal computer and other office automation equipment and appropriate software applications to develop, utilize and maintain databases and prepare reports and correspondence.
Monitors and records expenditures of accounts, grants, budgets, and petty cash according to office procedures and generally accepted accounting standards.
Monitors and may in some cases control usage of budget allotments, equipment, supplies, and capital assets in support of program objectives.
Maintain fiscal records, checks computations, verifies transactions, reconciles receipts with control records, and reconciles financial statements.
Maintains files for accounts payable and payroll records for large-size organization.
Processes child support warrants and summons.
Provides Office Support for court ordered community service program.
Maintains inmate commitment status, and verifies release of inmates.
Updates utility connection files for water and sewer connections.
Maintains inventory and issues police uniforms and equipment.
Processes invoices, prepares reports for CIP.
Receives permit applications, processes permits, calculates costs and prepares receipts.
Resolves discrepancies in purchasing and receiving orders, processes invoices and assists in preparing service contracts.
Updates and maintains water and sewer consumption and meter inventories; prepares reports for utility allocation approval of pending building permits.
Reviews and tracks utility and public works agreements through completion.
Records and processes all park revenue, coordinates planning events for the park.
Operates and maintains meter reading system, answers questions from employees on health benefits, deferred compensation.
Processes redemptions and approves application for business licenses, and updates bankruptcy claim forms for property taxes owed.
Prepares bills and accounts for all corporate and personal property tax bills.
Processes and bills all large commercial accounts for water bills.
Maintains and operates the real estate property tax overpayment and refund file.
Ensures that utility bills mailed to customers are accurate and complete.
Performs related work as required.
KNOWLEDGE, SKILLS, AND ABILITIES
Thorough knowledge of modern office practices, procedures, and equipment.
Thorough knowledge of business English, spelling, and arithmetic.
Thorough knowledge of departmental rules, regulations, procedures, and functions.
Considerable knowledge of office record keeping and reporting.
Ability to use a personal computer and software applications.
Ability to plan, organize and supervise the work of employees performing a variety of clerical functions.
Ability to develop effective office work procedures.
Ability to understand and follow complex oral or written instructions.
Ability to prepare operating and statistical tabulations and reports.
Ability to establish and maintain effective working relationships with employees and other county departments.
Ability to deal effectively and courteously with the public.
Ability to communicate effectively both orally and in writing.

Minimum Qualifications

EDUCATION: Graduation from high school

EXPERIENCE: Four (4) or more years experience in progressively responsible Office Support work.

NOTE: Longevity pay is available based on years of service.

Supplemental Qualifications

Preference will be given to applicants with the following:

1. Intermediate skills in Microsoft Office and/or Google Suite

2. Experience in financial reconciliation and cash register procedures

3. Experience providing excellent customer service through telephone and face-to-face interaction in an office setting