Office Specialist I - Solid Waste

County of Volusia•Port Orange, FL

3d•Onsite

About The Position

The County of Volusia is seeking an experienced Office Specialist I for the Solid Waste Division. This position is located at the Tomoka Landfill in Port Orange, Florida. The role handles telephone calls and walk-in customers, directs calls to the appropriate people, and provides customer service. It also provides clerical and secretarial support, including processing mail, scheduling meetings, taking messages, entering data, and maintaining files. Strong knowledge of Microsoft Excel and Word, a strong work ethic, high energy, and enjoyment of interacting with people are noted for the position. The position performs routine, well-defined work with limited discretion under direct and daily supervision. Duties may include reception, correspondence, records and database maintenance, data and report preparation, meeting support, and customer assistance. The employee may be assigned to other County locations based on operational needs, must attend work regularly, comply with applicable ordinances, and respond to emergency situations.

Requirements

High school graduation or a GED, and three years of general clerical, reception, and/or secretarial experience.
Two years of post-high-school education may substitute for two years of required experience; a comparable amount of education, training, or experience may also substitute for the minimum qualifications.
May be required to demonstrate keyboarding skills.
Must possess and maintain a valid driver's license at the time of hire and obtain a valid Florida driver's license within 30 days of hire, maintaining it thereafter.
Knowledge of business English, spelling, and math, and of the functions, responsibilities, and services of the assigned division or activity.
Ability to understand and follow oral and written instructions; learn and perform clerical duties; and follow established routines.
Ability to meet and deal effectively with the public and employees, manage high volumes of calls, emails, and walk-ins, and remain calm while multitasking in high-pressure situations.
Ability to listen actively, relay information, and type basic information while answering the phone; adjust communication style to customers’ behavioral characteristics and preferences.
Ability to maintain complex statistical records and prepare periodic reports; use limited judgment and discretion; and express ideas clearly and concisely in writing and orally.
Ability to perform routine secretarial tasks, learn and use a personal computer, and type accurately from rough draft, plain copy, or recording at a reasonable speed.
Ability to respond to emergencies, work under stressful conditions, communicate effectively, and establish and maintain effective working relationships.
Ability to read and comprehend instructions, perform basic mathematical computations, analyze data, draw conclusions, and construct complex sentences and paragraphs.
Physical capacity for sedentary work; ability to talk, hear, see, use a computer for extended periods, and perform the visual tasks needed to read and write; finger dexterity; ability to bend, stoop, and reach; and ability to lift, push, pull, and/or carry at least 10 pounds.
Ability to relocate to other County locations based on operational needs.

Nice To Haves

Prior experience in a customer-facing role is preferred, provided the candidate meets the requirements.
Strong knowledge of Microsoft Excel and Word.

Responsibilities

Answer, screen, route, and manage a high volume of incoming calls and emails, and assist in-person walk-in customers.
Provide customer service, address routine questions and concerns, and escalate issues when appropriate.
Perform clerical, secretarial, and receptionist duties, including typing, mail distribution, data entry, and processing standard County forms.
Complete payroll timesheets and review documents for completeness and accuracy.
Maintain sensitive files, appointment calendars, division records, and computerized databases; update or purge records and prepare or format reports.
Research and retrieve records and information for supervisors and assemble office data for reports.
Compose routine replies to correspondence in accordance with department and County procedures.
Prepare and compile accounting and statistical tables and reports from source materials.
Support boards or committees by arranging meetings, rooms, and equipment; compiling and distributing agendas; taking and transcribing minutes; contacting members; and completing follow-up.
Coordinate workflow with other divisions or activities when needed and refer problems to a higher level for resolution.
Maintain division or activity petty cash when assigned.
Attend work regularly and consistently, adhere to applicable Federal, State, County, and local ordinances, and respond to emergency situations.
Relocate to other County locations based on operational needs and perform other assigned duties.