CLASSIFICATION NO. 631
OFFICE SPECIALIST I
Under supervision, to perform a variety of responsible administrative support activities in County offices according to established practice and procedures; and to do other work as required.
The Office Specialist series performs a variety of moderately difficult administrative support activities according to generally established guidelines, regulations or instructions. While incumbents are expected to understand and correctly apply appropriate rules, procedures and guidelines, higher level assistance is normally available for advice and consultation. Positions in the Office Specialist series differ from other clerical classes due to the emphasis on providing broad support services in an independent, proficient manner. The administrative support functions of the Office Specialist classes distinguish them from the Technical Specialist series which is oriented to the learning and application of technical or professional knowledge in a specific field, discipline or craft.
The Office Specialist 1 is the first working level in the series. Incumbents perform a broad range of duties and functions under general supervision to provide effective office operations according to established guidelines. Office Specialist 1 is distinguished from Office Specialist 2, which has increased responsibility, independently performs more specialized or technical work assignments, and typically serves as lead worker to other office staff.
Depending upon assignment, the majority of duties may be concentrated in one of the following categories, but is not limited to:
- Enters data from a variety of documents into computer formats using computer terminal equipment; enters data associated with department reports, provision of client services, client histories, quantitative or personnel reports.
- Examines data for completeness and accuracy; returns printed documents to originating person for revision or adjustments, if necessary; corrects errors in basic math, names, addresses and other input data; interprets data for proper input to program formats; proofreads computer reports to verify accuracy of data input.
- Reports operating problems to supervisor; may train staff in the use of data entry procedures and use of keyboard, formats and programs.
- Types a variety of correspondence, narratives, reports, minutes, tables and other documents from dictated, typed or handwritten material for entry into word-processing equipment or electric typewriters; creates programs and formats using editing, formatting and other functions.
- Proofreads text for grammar, clarity, punctuation and spelling without altering author's intent; returns printed documents to originating person for editing or approval; advises supervisor or users of the status of documents and workload.
- Maintains files of stored documents; updates and purges files, cassettes, tapes or discs according to department/division guidelines; may provide training to others in the use of word-processing equipment or electric typewriters.
- Receives, transfers or refers calls to proper sources; provides program information relating to division/department services; accurately transmits, screens or conveys information using proper format, document and procedures.
- Schedules appointments for clients with appropriate staff member(s); meets and greets the general public and/or clients and directs individuals to appropriate staff.
- May type material from rough draft or verbal dictation into suitable format; proofreads text for grammar, clarity, punctuation and spelling without altering author's intent.
- Processes transactions; computes or verifies data, fees or payments.
- Independently performs a variety of clerical duties and functions to promote and maintain effective program services and procedures; enters data from a variety of documents into computer terminal.
- Receives, transfers or refers calls to proper sources; provides basic program information relating to department/division services; schedules appointments for clients with appropriate staff member(s); meets and greets the general public and/or clients and directs individuals to appropriate staff.
- Types material from rough draft or verbal dictation into suitable format; proofreads text for grammar, clarity, punctuation and spelling without altering author's intent.
- Monitors, gathers and documents information and data in accordance with program requirements; posts records and makes simple adjustments or corrections to records according to direction; compiles and maintains data and fiscal information for budgeting and billing purposes.
- Makes basic interpretations of existing office policy to facilitate office operations/program procedures or to convey information about services.
- Operates equipment used in the office served where extensive prior training is not required and operation can be learned in a short period of time; types on sophisticated electronic typewriters, word-processing or data entry equipment or operates other specialized office equipment with a high degree of accuracy, skill, and independent judgment.
REQUIRED KNOWLEDGE AND SKILLS
Knowledge of: Modern office practice, procedures and techniques; basic English composition, spelling and grammar; arithmetic and general recordkeeping/bookkeeping processes; modern office equipment and machinery and their intended use.
Working knowledge of: Office equipment, including personal computers and software programs.
Skill to: Communicate effectively, both orally and in writing; accurately and effectively perform the various assigned tasks and duties following general procedures and program policies; establish and maintain effective working relationships with the public, clients and other staff in a courteous, professional manner; understand and effectively adhere to stated oral and written instructions, communications, and procedures; apply newly assigned procedures and practices to specific work assignments; type or operate the keyboard of specific-office-equipment accurately and at an acceptable rate of speed; operate modern sophisticated office equipment; provide backup services as needed; operate computer software and other office equipment.
Positions within the County's Criminal Justice agencies must successfully pass an extensive background investigation which may include national fingerprint records check; Some positions within Non-Criminal Justice agencies must successfully pass a criminal history check which may include national or state fingerprint records check.
All positions within the County's Criminal Justice agencies must pass a pre-employment drug test.
Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.
MINIMUM RECRUITING STANDARDS
Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.
The Office Specialist series is part of a promotional career path within Water Environment Services Department. Incumbents in the Office Specialist 1 classification may be promoted to open positions in the Office Specialist 2 classification upon satisfactory completion of an approved training and development plan. Possession of the required knowledge, skills and abilities at the higher level must be documented in an approved promotional evaluation.