Job Description

Posting number: 04160

Department: Social Services

Job classification: Office Specialist

Posting type: Open

Categories: Administration, Accounting and Finance, Social Services, Office and Administrative Support, Audit

GENERAL STATEMENT OF DUTIES
Process and maintains the records and written materials which represent the transactions or business of an office or organization.

DISTINGUISHING FEATURES OF THE CLASS
An employee in this class performs a variety of journeyman level duties in a specialized office management support role. Central to the performance of duties is the operation of a PC or other office device for the purpose of preparing a variety of letters, forms, documents, or computer database entries. Maintains records and files related to the operation of the office to which assigned. Decisions involve selecting the correct process or procedure from a larger number of procedural guides. Questions and problems are resolved using established policies and procedures. Informs the public of policies, procedures, and regulations. Public contact occurs in person, by phone, or by letter or memo with members of the general public or agency clientele, or employees of other offices and departments with which they interact. Work is performed under general supervision and is evaluated through observation, reports, and conferences.

Examples of duties

DUTIES AND RESPONSIBILITIES
Essential Duties and Tasks

• Performs operation of a PC or other office device to prepare correspondence, reports, forms, etc. into final form from typed or handwritten copy or Dictaphone.
• Receives, sorts and distributes mail and other material to the appropriate person in their office.
• Compiles information for reporting or tracking purposes requiring judgement in the selection and interpretation of available data.
• Reviews or edits cyclical or special reports involving unit operations or summarizes information for standard reports.
• Composes letters, memos, and drafts.
• Prepares purchase requisitions, travel authorizations, and travel advances, and makes necessary travel arrangements for staff.

RECRUITMENT STANDARDS
Knowledge, Skills, and Abilities

• Considerable knowledge of office practices and procedures.
• Ability to type with accuracy at the speed requited by the particular position.
• Ability to communicate effectively in person, by telephone, or in written form.
• Working knowledge of simple mathematics.
• Ability to summarize, compile, and tabulate narrative and numerical materials
• Ability to use judgement in organizing and establishing arrangement and format.
• Considerable knowledge of computer software systems.

Qualifications

Supplemental information