CLASSIFICATION NO. 632
OFFICE SPECIALIST 2
Under general supervision to perform administrative support activities of a complex or technical clerical nature in County offices which require advanced skills, independent judgment and discretion; to act as lead worker of a specific clerical function overseeing the work of others; 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 differs 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 2 is the advanced working level in the series. Incumbents perform clerical duties of a complex or technical nature, and typically have lead worker or sole responsibility for a major clerical function. Assignments at this level are difficult; duties involve the examination and consideration of facts, researching and sometimes consulting technical or professional manuals and staff in order to resolve/address issues and problems. Employees are expected to use initiative, skill, and ingenuity to organize and catalogue information, solve problems, and oversee the work assignments of other clerical staff. Office Specialist 2 differs from Office Specialist 1 by its advanced skills, sole or lead responsibility for a major clerical function within an office. Office Supervisor differs from this level due to its full supervisory responsibility for office support staff.
Depending upon assignment, the majority of duties may be concentrated in one of the following categories, but is not limited to:
- Examines complex or technical documents and records for completeness and accuracy; interprets data for proper input to program formats; determines necessary changes or additions to data gathered or entered; enters complex or technical data.
- Proofreads computer reports to verify accuracy of input data; computer reports; consults with supervisor as to nature of data requested; monitors and prioritizes projects and assignments.
- Reports operating problems to supervisor or Data Processing; trains staff in the use of data entry procedures and use of keyboard, formats and programs; performs special projects as assigned.
- Receives, transfers or refers calls to proper sources; provides complex or technical information which requires the interpretation of office or program policies and procedures in order to facilitate office operations or assist the general public; meets and greets the general public and directs individuals to appropriate staff.
- Maintains master appointment schedule in detailed and accurate order; makes necessary adjustments to daily schedule according to staff changes; maintains program files to provide program information.
- Reconciles problems by consulting technical manuals; serves as departmental liaison with service and vendor personnel when problems occur; processes transactions; computes or verifies data, fees or payments.
- Types complex, technical, financial or confidential correspondence, narratives, reports, minutes, tables, and other documents from dictation, typed or handwritten material for entry into word processing equipment or electric typewriters; creates sophisticated editing and formatting programs.
- 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 disks according to division/department guidelines; provides training to others in use of word processing equipment or electric typewriters.
- Consults with program and office staff to establish, revise clerical systems, files and recordkeeping procedures to meet specific program needs.
- Processes complex or technical materials such as legal forms, formal documents and records where specific procedural requirements are somewhat complicated, and where accuracy and effectiveness are critical.
- In consultation with supervisor, monitors and prioritizes projects and assignments; provides backup support to staff when needed.
- Transcribes technical, financial and general correspondence, reports and exhibits regarding the progress of the clerical unit to date; presents and/or interprets such information to supervisor or staff if necessary.
- Effectively operates complex equipment and office machinery in the office served which may include programmable typewriters, sophisticated electronic transcribers, and other data entry machinery; may serve as departmental liaison with service and vendor personnel when problems occur; reconciles routine problems by consulting technical manuals.
- May work with the public, clients, other departmental personnel or staff of other businesses in order to interpret program procedures and guidelines, facilitate operations, or to assist in the training of staff.
- Within Library Network, distributes boxed materials or bound publications among multiple locations within an established time schedule.
- Within Facilities Management, assists with litter patrol, setting up conference rooms for meetings and events, and monitoring restroom cleanliness and supplies; notifies maintenance staff of issues related to buildings, parking lots, or restrooms.
REQUIRED KNOWLEDGE AND SKILLS
Considerable knowledge of: Accepted modern office practices, procedures and techniques; basic English composition, spelling, and grammar; arithmetic, clerical/accounting, principles and processes; general care and operation of the equipment used and their functions/capabilities.
Some knowledge of: Techniques of supervision and training; concepts and techniques of prioritizing, organizing work; applicable program policies and procedures and/or rules, regulations and statutes depending upon assignment of duties and responsibilities.
Working knowledge of: Office equipment, including personal computers and software programs.
Skill to: Independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; establish and maintain effective working relationships with the public, staff, clients, and other personnel of other businesses in a courteous, professional manner; communicate effectively, both orally and in writing; comprehend and adhere to stated oral and written instructions, communications and procedures; apply basic principles, policies and procedures to specific work assignments; skillfully operate modern sophisticated office equipment; type or operate the keyboard of specific office equipment accurately at an acceptable rate of speed; teach other staff particular work assignments and the operation of sophisticated office equipment; operate computer software and other office equipment.
Within BCS Department, Library Network Division: Duties require frequent reaching forward, grasping, stepping up and down, twisting, walking, sitting for long durations, the ability to lift up to 70 pounds, carry up to 35 pounds, push 140 pounds, and pull 115 pounds, and frequent exposure to slippery surfaces.
Within Finance Department, Facilities Management Division: Duties require frequent reaching overhead, kneeling, bending, grasping, fine motor control, the ability to lift and lower objects up to 35 pounds, and push 130 pounds, and frequent exposure to slippery surfaces and adverse weather conditions.
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.
Within Library Network and Facilities Management employment is contingent upon passing a post-offer physical assessment. Accommodation requests will be reviewed on an individual basis in compliance with State and Federal legislation.
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 would demonstrate 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.