Office Specialist Sr

Job Summary

Under limited direction, performs advanced complex clerical and administrative work in a specific subject area. Primary back-up to Administrative Associate requiring the ability to process agenda items, proof/edit memos, process original agreements and take initial steps to resolve citizen and staff complaints. Performs research and interpretation of a variety of levels of information, compiles information in a self-reporting database system and generates monthly, quarterly and annual workload and performance reports. Performs equipment maintenance and inventory control. Participates in complex technical administrative assignments. Trains clerical subordinates.

DISTINGUISHING CHARACTERISTICS:

This is the third in a series of three general clerical-related job classifications within the Administrative Support job family. This classification is distinguished from the Office Specialist in that incumbents typically specialize in a division/department function and also possess broader knowledge/skills about division/department operations to allow more independence in carrying out responsibilities. This classification is distinguished in that incumbents frequently work under their own initiative in performing advanced administrative/support duties and/or providing formalized work leadership. Frequently trains and/or supervises subordinate clerical personnel. The results of assigned projects have direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.

Duties And Responsibilities

• Acts as the primary back-up to Administrative Associate requiring the ability to process agenda items, proof/edit memos, process original agreements, and take initial steps to resolve citizen and staff complaints; performs research and interpretation of a variety of levels of information; compiles information in a self-reporting database system and generates monthly, quarterly, and annual workload and performance reports; performs equipment maintenance and inventory control; participates in complex technical administrative assignments; trains clerical subordinates.
• Provides clerical support to department Human Resources.
• Answers a multiple phone for a large county department. Accurately routes incoming calls, accurately relays messages and accurately codes mail.
• Coordinate/reserves department pool vehicles, schedules vehicle oil changes, vehicle registrations, safety inspections and maintenance.
• Maintains conference room accounts and occasionally makes reservations.
• Processes and logs hand deliveries. Processes, logs and handles money.
• Greats the public and opens/closes doors when needed.
• Answers general questions about the department, its functions, activities, procedures, regulations and policies. Provides information regarding its interrelationships with other county departments and outside agencies and refers customers to the appropriate staff, department or agencies. May translate information for Spanish speaking constituents and may translate documents.
• Performs general administrative functions to include but not limited to the following: make copies, scan, fax and/or sort documents, file alpha or numerically. Create/convert PDF's, prepare mail outs, manage databases, data entry, research and gather information and statistical data.
• Generates reports, respond to technical administrative questions, troubleshoot equipment issues and maintains equipment inventory.
• Occasionally serves as back up to other administrative associates. Assists with coordinating special events. Proofs/edits documents. Maintains group accounts, maintains and updates department directories and coordinate end of the month events. Creates/decorates announcement boards, and may be required to attend evening public meetings and transcribe minutes.
• Performs other job-related duties as assigned.
  
  

Minimum Requirements

Education and Experience:

High School diploma or G.E.D. AND four (4) years of increasingly responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages AND a minimum of one (1) year experience in a directly related function;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Preferred:

Bilingual in English and Spanish strongly preferred with the ability to translate Spanish and English both verbally and in writing.

Prior work experience with a department directly related to Human Resources, construction and/or government.

Advanced level of proficiency with Microsoft Office applications (specifically Word and Excel) and an intermediate level of proficiency in Access and Adobe Professional.

Knowledge, Skills, and Abilities:

Knowledge of:

• Ability to handle confidential documents and information with the utmost discretion and integrity.
• Modern office/clerical practices and procedures, and methods.
• Policies, practices, procedures and terminology of assigned function.
• File management and techniques.
• Principle and procedures of record keeping.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business letter writing, grammar and punctuation, and report preparation.
  
  

Skill in:

• Proficient in business, English, spelling, grammar punctuation, arithmetic, data entry database and report preparation.
• Verbal and written communication.
• Customer service, professionalism and overall office etiquette.
• Resolving complex problems.
• Conducting research and presenting information.
• Processing financial reports, including receipts, claims, and disbursements.
• Performing cashier duties, such as receiving cash, issuing and posting receipts for fee payments or other charges.
• Recording and compiling material for reports.
• Operating a variety of modern office equipment, including a computer.
• Both verbal and written communication.
  
  

Ability to:

• Compile data and to write clear and comprehensive reports.
• Create effective filing systems, and retrieve and disseminate information.
• Train and supervise office personnel.
• Work independently and accomplish department/division objectives.
• Perform multitasking.
• Maintain confidential data and information for executive staff.
• Understand and carry out verbal and written directions.
• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.
  
  

Work Environment & Other Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to long periods of sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.

Work Hours: 8:00 AM to 5:00 PM; Monday through Friday. Works some nights

Department: Transportation and Natural Resources (TNR)

Location: 700 Lavaca St., Austin, TX

Criminal Background Check and Driving Record Required.