Office Specialist (20647286)

The Office Specialist will be an ambassador for the department, serving as the first point of contact for many community members. The successful candidate will demonstrate strong communication skills and a commitment to public service. In providing general office support, the Office Specialist will need to be organized, detail oriented and adaptable. As part of a small organization, the Office Specialist will be working in a collaborative, team-oriented environment, where initiative and creative problem solving are valued. 

Examples of Duties (Illustrative Only):

• Primary point of contact for in-person visitors and phone inquiries, exercise judgement in responding to inquiries or referring inquiries to City staff
• Perform office support work as directed, which requires organizational skill and the ability to manage and prioritize multiple tasks.
• Research and assemble data from a variety of sources for the preparation of reports or completion of forms on an as needed basis
• Use a variety of automated business applications related to the department.
• Conduct research as assigned which may involve obtaining information to other organizations and presenting such information in an organized manner,
• Scheduling in-person or virtual meetings by reserving rooms, notifying participants, preparing agendas, and ensuring that information is compiled and distributed.
• Prepare, correspondence, reports, forms, and other work products as needed proofread materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.
• Attend to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering, and coordinating supply orders, arranging for equipment purchase and maintenance, and serving on interdepartmental work groups as assigned
• May collect and account for fees and other monies collected.
• May train staff in work procedures.
• Operate standard office equipment, including job-related computer hardware and software applications, and multi-line telephones.
• Maintain accurate records and files

Qualifications:

Knowledge of:

• Codes, regulations, policies, and procedures related to the department to which assigned.
• Standard office administrative practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work, including word processing, database, and spreadsheet applications.
• Records management principles and practices.
• Business arithmetic and basic statistical techniques.
• Basic supervisory principles and practices.
• Techniques for dealing effectively with the public and City staff, in person, over the telephone, and using other electronic communications methods.

Skill in:

• Performing technical, specialized, complex, and difficult office administrative work requiring the use of independent judgment.
• Interpreting and implementing policies, procedures, and computer applications related to the department or organizational unit to which assigned.
• Analyzing and resolving office administrative and procedural problems.
• Composing correspondence and reports independently or from brief instructions.
• Establishing and maintaining a records management system for the assigned organizational unit.
• Making accurate arithmetic and statistical calculations.
• Using English effectively to communicate in person, over the telephone, and in writing.
• Using initiative and independent judgment within established policy and procedural guidelines.
• Organizing own work, coordinating projects, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
• Directing the work of others and training others in work procedures.
• Taking a proactive approach to customer service issues.
• Providing information and assistance to the public and others in an effective manner.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Word processing at a net speed of 50 words per minute from printed copy.

Education and Experience:

• Equivalent to graduation from high school with supplemental business school training and four years of responsible office administrative, secretarial, and/or general clerical experience.
• Experience in dealing with the public and working in a public agency setting is desirable.
• College or technical school coursework in an appropriate curriculum is desirable and may be substituted for the experience on a year-for-year basis.

Physical Demands:

Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.