Office Specialist I

GENERAL TASK The purpose of the position is to provide complex clerical support. The position is responsible for performing complex office tasks for the assigned area of responsibility.

The position works according to some procedures; decides how and when to do things under general supervision. ESSENTIAL TASKS The tasks listed below are those that represent the majority of the time spent working in this class. Management may assign additional tasks related to the type of work of the class as necessary.

Performs specialized office procedures such as taking and transcribing dictation or meeting minutes, or typing documents, technical and statistical reports, or data for publication. Interacts with other departments, clients/customers, and the public by telephone, radio, or in person; provides information, directs individuals to appropriate personnel, takes and relays messages, or receives, logs, and processes complaints. Serves as lead worker for assigned clerical personnel; provides training and assigns work.

Compiles data for special and periodic reports; assists with presentation of data as directed. Performs routine accounting tasks such as processing incoming checks, reviewing invoices and vouchers, accounts payable, or payroll; sets up and maintains departmental personnel files. Coordinates special events/programs for area of responsibility; schedules meeting rooms and appointments, and prepares work schedules and agendas.

Processes clients in and out of office/program; processes payments; enters and updates client information in computer to complete financial/insurance forms; processes requests for medicine. Processes mail and packages; opens, time stamps, sorts, and distributes mail to appropriate personnel or departments; assists with special mailings; prepares and distributes information packets. Establishes and maintains, or supervises maintenance of files, records, accounts, or charts for area of responsibility; maintains office supply inventory.

Arranges meetings and coordinates catering needs; answers routine correspondence for supervisor independently; performs data entry, filing, faxing, telephoning, photocopying, and/or processing of assigned permits. Processes abandoned vehicles; prepares and processes summons and/or warrants. Develops and maintains access databases for coworkers; provides assistance with computer software.

Required Qualifications VOCATIONAL / EDUCATIONAL REQUIREMENT : Requires a high school diploma or GED and any combination of education and experience equivalent to satisfactory completion of one year of college education in word processing, secretarial skills, or a closely related field. EXPERIENCE REQUIREMENT : In addition to satisfying the vocational/education standards, this class requires a minimum of three years of full-time equivalent experience in administrative support. SPECIAL CERTIFICATIONS AND LICENSES : Depending on departmental operational requirements, may require valid driver's license and driving record in compliance with City Driving Standards.

SPECIAL REQUIREMENTS : Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Preferred Qualifications Experience with all Microsoft products to include Excel, PowerPoint, Publisher Current and/or past experience in data tracking Experience working in a busy office setting requiring the ability to multi-task and manage multiple deadlines