Office Specialist 1

Class Characteristics

Under supervision, to perform a variety of routine clerical support activities in accordance with established practices and procedures; to provide information and assistance to the public; and to do other work as required.

Distinguishing Characteristics

The Office Specialist series performs a variety of clerical support activities in accordance with generally established guidelines, regulations or procedures. Incumbents are expected to learn and apply program-specific processes and provide accurate information to the public. Work is typically performed within well-defined parameters, and higher-level assistance is available for non-routine and unusual situations.

The Office Specialist 1 is the entry level classification in the series. Positions at this level primarily perform routine receptionist and clerical support duties including scheduling, responding to routine program-related inquiries, compiling materials, and maintaining data and records. Incumbents are expected to develop working knowledge of assigned department programs and services in order to provide accurate information and customer service to the public. Work is performed within established procedures and guidelines and requires limited interpretation or independent judgement.

The Office Specialist 1 differs from the Lobby Receptionist in that the latter performs generalized reception and clerical duties and provides assistance related to general County services and navigation, while the Office Specialist 1 requires knowledge of specific department/division programs, processes, and services. The Office Specialist 1 is also distinguished from Office Specialist 2, which performs technical or specialized clerical work requiring greater independence in interpreting and applying established policies and procedures. Work at this level includes responding to non-routine inquiries, coordinating assigned clerical processes, and carries a larger focus on data integrity and compliance.

Typical Tasks

Duties may include but are not limited to the following:

1. Performs a variety of routine clerical duties to support program operations, including processing and entering data from standard documents related to client services, reports, and program activities; may perform clerical duties or functions of a sensitive or confidential nature.
2. Provides receptionist and customer service support including answering and routing calls to appropriate sources; responds to routine inquiries regarding program services and office procedures; schedules appointments; checks in clients; makes outgoing calls related to services or appointments; refers non-routine or complex issues to appropriate staff.
3. Processes routine transactions and verifies basic data, fees, or payments for accuracy; prepares, conveys and transmits information according to established formats and guidelines. 
4. Composes routine correspondence; proofreads and edits documents for grammar, clarity, punctuation and spelling without altering author's intent; enters, updates and maintains data in spreadsheets, databases, tracking systems, and reports; returns documents to originating person for editing or approval. 
5. Maintains physical and electronic files, including sorting, filing, retrieving, and purging records in accordance with established retention guidelines; reviews documents for completeness and accuracy.
6. Gathers and compiles information and data in accordance with program requirements; posts records and makes routine updates or corrections according to established procedures; processes and records routine transactions such as fees, payments, or receipts; maintains related records and documentation; reviews data for completeness and accuracy and corrects basic errors in math, names, addresses and other input data. 
7. Orders and maintains adequate office supplies; processes personnel, accounting and purchasing information and documents.
8. Assists with scheduling, coordinating meeting rooms, and basic event setup.
9. Operates a variety of office equipment with high degree of accuracy, skill, and independent judgment.

For positions within Facilities, duties may include:

10. Monitors, receives, and responds to work order requests related to conference room booking and set-up; configures meeting spaces based on requests received, ensuring compliance with fire and safety regulations for maximum capacity limits; responds to questions and inquiries regarding conferences rooms; coordinates after-hours meetings as directed.
11. Assists with litter patrol; monitors cleanliness of county-owned properties, and supplies; notifies maintenance staff of issues related to buildings, parking lots, or restrooms; identifies possible safety hazards and required maintenance.

Required Knowledge and Skills

Knowledge of: Modern office practices, procedures, and techniques; basic English composition, spelling, grammar, and punctuation; basic arithmetic; and general recordkeeping processes.

Working knowledge of: Office equipment, including computers and software programs; and assigned department or program services, processes, and procedures.

Skill to: Communicate effectively, both orally and in writing; perform routine clerical and customer service tasks accurately and in accordance with established procedures; provide courteous and effective service to the public, clients, and staff; follow oral and written instructions, communications, and procedures; learn and apply newly assigned procedures and practices to specific work assignments; maintain accurate records and data; and operate standard office equipment and computer software.

Working Conditions

Duties may include contact with individuals from varied socioeconomic groups or individuals who are hostile and/or emotionally distressed and in need of Clackamas County services.

Within Facilities: 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.

Minimum Qualifications

Minimum qualifications are used as a guide for establishing the minimum experience, education, licensure, and/or certifications required for employment in the classification. The following minimum qualifications are established for this classification. Additional minimum qualifications and special conditions may apply to a specific position within this classification and will be stated on the job announcement.

Experience: Minimum qualifications are used as a guide for establishing the minimum experience, education, licensure, and/or certifications required for employment in the classification. The following minimum qualifications are established for this classification. Additional minimum qualifications and special conditions may apply to a specific position within this classification and will be stated on the job announcement.

Licenses/Certifications: None required.

Pre-Employment Requirements

Positions within the County's Criminal Justice agencies must successfully pass an extensive background investigation which will 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 and Housing Authority must pass a pre-employment drug test.

Within Facilities, 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.

Some positions require driving for County business to accomplish work. These incumbents must possess a valid driver’s license, and possess and maintain an acceptable driving record through the course of employment. The Department of Human Resources maintains a record of positions requiring driving/driver’s license. Contact Human Resources for position-specific information.

Post-Employment Requirements

Positions within the Sheriff’s Office must possess the following certifications within six (6) months of hire:

• Law Enforcement Data System (LEDS) certification at the level for entry/update of a record (not query access level)
• Possession of the State of Oregon Notary Public Certification

 

Classification No. 631
Revised: 8/90, 7/17, 8/26
Edited: 11/20
FLSA: Non-Exempt  
EEO: 6