Office Specialist (Spanish Speaking Preferred)

Travis County•Austin, TX

2d•Onsite

About The Position

This is the second in a series of three general clerical-related job classifications within the Administrative Support job family. This classification is distinguished from the Office Assistant in that work requires specialized functional knowledge with independent decision-making within established limits. This classification is distinguished from the Office Specialist Senior in that incumbents typically have less experience, specialized knowledge and responsibility. The primary responsibility is receptionist, registering clients into classes, and scoring testing instruments. Additional duties include collecting fees, filing, offsite class registration, maintaining accountability for files processed through the system; providing direction and information to the public; instructing the public on procedures, regulations, etc. Provide services over the phone and performs other duties as assigned.

Requirements

High School diploma or G.E.D. AND three (3) years of responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages; 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.
Knowledge of modern office/clerical practices, procedures, and methods.
Knowledge of policies, practices, procedures and terminology of assigned function.
Knowledge of file management and techniques.
Knowledge of principles and procedures of record keeping.
Knowledge of customer service etiquette.
Knowledge of computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
Knowledge of business English, spelling and arithmetic, letter writing, grammar and punctuation and report preparation.
May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.
Skill in conducting research and presenting information.
Skill in processing financial reports, including receipts, claims, disbursements, travel, purchasing and mileage submittals.
Skill in performing cashier duties, such as receiving cash, issuing and posting receipts for fee payments or other charges.
Skill in operating a variety of modern office equipment, including a computer.
Skill in both verbal and written communication.
Ability to compile data and write clear and comprehensive reports.
Ability to understand and carry out verbal and written directions.
Ability to perform multitasking.
Ability to create effective filing systems, and retrieve and disseminate information.
Ability to establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.
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 sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

Nice To Haves

Spanish Speaking Preferred
Serves as a notary public.

Responsibilities

Applies functional knowledge to analyze and respond to matters requiring basic knowledge of department policies and procedures.
Performs research and analysis in furtherance of program and department goals.
Gathers information and statistical data.
Creates databases and generates reports using spreadsheets, databases, and word processing and presentation software.
Performs general office functions.
Writes and prepares correspondence.
Performs and conducts research and interpretation of data.
Proofs documents and performs quality control reviews.
Opens and distributes incoming mail, prepares mail outs, and maintains mailing lists.
Maintains office schedules and appointments.
Makes copies, does filing and sends faxes.
Performs data entry on a regular basis.
Schedules meetings, conferences and facilities.
May assist with department personnel functions.
Performs general office activities, such as ensuring facility availability, opening and closing doors, assisting in administrative staff support.
Participates in complex/technical administrative projects with staff as directed.
Assists with specialized or difficult work activities of subordinates or other staff members, such as mileage and travel/training requests and submittals.
Responds to technical administrative questions, and ensures necessary follow-up.
Performs receptionist duties, answers telephone, directs calls, office errands and takes and relays accurate messages.
Logs phone calls and visitors.
Greets and receives the public.
Answers general questions about the department, its functions and activities, and its interrelationships with County departments and outside agencies.
Refers individuals to appropriate persons, departments, or agencies.
Provides direction and information to the public on department and County procedures, regulations and policies.
Records transactions and maintains manual and computerized journal entries.
Processes financial reports, including receipts, claims, and disbursements.
Receives, posts and issues receipts for fee payments or other charges and submits monies and pertinent information to appropriate departments.
Maintains effective document, file, and record retrieval systems.
Maintains accountability for paper and electronic files.
Creates, compiles, retrieves and disseminates information using computer and paper files.
May be responsible for record storage.
May maintain records and files for microfilming.
May be responsible for scanning documents and managing indexed files.
May serve as timekeeper.
May translate for Spanish speaking clients.
Serves as a notary public.
Orders and purchases office supplies.
Performs other job-related duties as assigned.