Office Specialist - Enforcement Litigation & Collections

Travis County•Austin, TX

13d•Onsite

About The Position

Under moderate supervision, the Office Specialist performs moderately complex clerical and administrative support tasks that involve some independent judgment. The role includes specialized administrative, technical, or analytical work in support of the department’s mission, as well as research, analysis, general office functions, and providing the public with information about department and County procedures, regulations, and policies. The position maintains document, file, and record retrieval systems. It is the second of three general clerical classifications in the Administrative Support job family, distinguished from an Office Assistant by its specialized functional knowledge and decision-making within established limits, and from an Office Specialist Senior by typically having less experience, specialized knowledge, and responsibility. The position is in the County Attorney Criminal Department at the Granger Building, 314 W. 11th Street. Work hours are 8 a.m. to 5 p.m., Monday through Friday. Travis County employees may be assigned to business continuity efforts outside their normal job functions. Criminal, driving, education, and employment background checks are required. Duties and responsibilities may vary according to assigned tasks, and this generic description is not an exhaustive list.

Requirements

High school diploma or GED and three years of responsible office or clerical experience, including operating computer equipment and using word processing, spreadsheets, databases, and a variety of software packages; or an equivalent combination of education and experience that provides sufficient knowledge, skills, and abilities.
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 and computer equipment, including word processing, spreadsheets, databases, and a variety of software packages.
Knowledge of business English, spelling, arithmetic, letter writing, grammar, punctuation, and report preparation.
Ability to conduct research and present information.
Ability to process financial reports, including receipts, claims, disbursements, travel, purchasing, and mileage submittals.
Ability to perform cashier duties, including receiving cash and issuing and posting receipts for payments or charges.
Ability to operate modern office equipment, including a computer.
Verbal and written communication skills.
Ability to compile data and write clear, comprehensive reports; understand and follow verbal and written directions; and multitask.
Ability to create effective filing systems and retrieve and disseminate information.
Ability to establish and maintain effective working relationships with departmental clientele, outside agencies, County employees and officials, and the public.
Ability to lift or carry up to 20–50 pounds occasionally.
Ability to perform work requiring visual acuity, speech and hearing, hand-eye coordination, and manual dexterity to operate a computer and office equipment.
Ability to perform work involving sitting, client or customer contact, standing, walking, monitoring vision, repetitive motion, stooping or kneeling, squatting, bending, and reaching.
Must complete criminal, driving, education, and employment background checks.

Responsibilities

Apply functional knowledge to 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; interpret data.
Create databases and generate reports using spreadsheets, databases, word-processing, and presentation software.
Perform general office functions, prepare correspondence, 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 and 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; answer technical administrative questions and ensure follow-up.
Perform receptionist duties, answer and direct calls, run office errands, and take and relay accurate messages.
Log phone calls and visitors, greet the public, answer general questions about the department and its relationships with County departments and outside agencies, and refer people to appropriate contacts.
Provide the public with direction and information on 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, and submit monies and related information to appropriate departments.
Maintain effective document, file, and record retrieval systems and accountability for paper and electronic files.
Create, compile, retrieve, and disseminate information using computer and paper files; may manage record storage, microfilming records, and scanned and indexed files.
May serve as timekeeper, translate for Spanish-speaking clients, and serve as a notary public.
Order and purchase office supplies.
Perform other job-related duties as assigned.