Cscd Office Specialist I

Travis County•Austin, TX

10d•Onsite

About The Position

Under moderate supervision, the CSCD Office Specialist I performs moderately complex clerical and administrative support tasks requiring some independent judgment, along with specialized administrative, technical, or analytical work that supports the department’s mission. The position conducts research and analysis, performs general office functions, and provides the public with information about department and County procedures, regulations, and policies. It maintains document, file, and record retrieval systems. This is the second of three general clerical-related classifications in the Administrative Support job family. Compared with an Office Assistant, the role requires specialized functional knowledge and independent decision-making within established limits. Compared with an Office Specialist Senior, it generally involves less experience, specialized knowledge, and responsibility. The position is with the CSCD Adult Probation Department at 411 W 13th ST, Austin, TX 78760. Criminal, driving, education, and employment background checks are required. Work hours are 8 a.m. to 5 p.m., Monday through Friday. Duties and responsibilities may vary with assigned tasks, and the job description is not necessarily exhaustive.

Requirements

High school diploma or GED and three years of responsible office or clerical experience, including operation of computer equipment for word processing, spreadsheets, databases, and a variety of software packages; alternatively, an equivalent combination of education and experience providing sufficient knowledge, skills, and abilities to perform the job.
Knowledge of modern office and clerical practices, procedures, and methods.
Knowledge of the policies, practices, procedures, and terminology of the assigned function.
Knowledge of file management techniques and record-keeping principles and procedures.
Knowledge of customer service etiquette.
Knowledge of computer equipment, word processing, spreadsheets, databases, and a variety of software packages.
Knowledge of business English, spelling, arithmetic, letter writing, grammar, punctuation, and report preparation.
Skill in conducting research and presenting information.
Skill in processing financial reports, including receipts, claims, disbursements, travel, purchasing, and mileage submittals.
Skill in cashier duties, including receiving cash and issuing and posting receipts for fee payments or other charges.
Skill in operating modern office equipment, including a computer.
Verbal and written communication skills.
Ability to compile data and write clear, comprehensive reports.
Ability to understand and carry out verbal and written directions.
Ability to multitask.
Ability to create effective filing systems and retrieve and disseminate information.
Ability to establish and maintain effective working relationships with departmental clientele, outside-agency representatives, County employees and officials, and the general public.
Ability to lift or carry up to 20–50 pounds occasionally.
Visual acuity, speech and hearing, hand-eye coordination, and manual dexterity sufficient to operate a computer and office equipment.

Responsibilities

Analyze and respond to matters requiring basic knowledge of department policies and procedures.
Conduct research and analysis in support of program and department goals; gather information and statistical data.
Create databases and generate reports using spreadsheets, databases, word-processing, and presentation software.
Perform general office functions and prepare correspondence.
Research and interpret data, proof documents, and conduct quality-control reviews.
Open and distribute incoming mail, prepare mail-outs, and maintain mailing lists.
Maintain office schedules and appointments; schedule meetings, conferences, and facilities.
Make copies, file documents, send faxes, and perform regular data entry.
Assist with department personnel functions when needed.
Support general office activities, including ensuring facility availability, opening and closing doors, and supporting administrative staff.
Participate in complex or technical administrative projects as directed.
Assist with specialized or difficult work activities, including mileage and travel or training requests and submittals.
Respond to technical administrative questions and ensure necessary follow-up.
Perform receptionist duties, answer and direct telephone calls, run office errands, and take and relay accurate messages.
Log phone calls and visitors; greet and receive the public; answer general questions about the department and its functions, activities, and relationships with County departments and outside agencies.
Refer individuals to appropriate people, departments, or agencies and provide information about department and County procedures, regulations, and policies.
Record transactions and maintain manual and computerized journal entries.
Process financial reports, including receipts, claims, and disbursements.
Receive payments, post and issue receipts for fees or other charges, and submit money and related information to appropriate departments.
Maintain document, file, and record retrieval systems and accountability for paper and electronic files.
Create, compile, retrieve, and disseminate information using computer and paper files; maintain record storage or records for microfilming when assigned.
Scan documents and manage indexed files when assigned.
Serve as timekeeper when assigned.
Translate for Spanish-speaking clients when assigned.
Serve as a notary public.
Order and purchase office supplies.
Perform other job-related duties as assigned.