Office Specialist

Cameron County•San Benito, TX

About The Position

Performs complex work in clerical support of assigned department. Duties include receiving documents; entering data into automated systems, verifying data and processing transactions. Positions in this class perform routine clerical support and identify needed corrective actions to resolve discrepancies; answer questions; and maintain documents and records.

Requirements

High School Diploma or GED; supplemented by four (4) years of experience performing secretarial and/or administrative support work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Essential functions are regularly performed without exposure to adverse environmental conditions.
This position is subject to a six (6) month probationary period prior to Civil Service eligibility.
Must submit to a Civil Service Clerical Exam.

Responsibilities

Schedules and organizes events and/or meetings; sends out invites and makes follow up calls; performs special projects or conducts research and analysis as assigned.
Creates and implements the use of forms as needed to simplify administrative operations; answers phone calls, responds to e-mails, scans and sends documents, and relays messages to peers and supervisor.
Receives and processes documents, mail and/or materials for assigned department; reviews documents for completeness and accuracy; pair documents to related information such as matching purchase orders to invoices and/or matching payments to account files/billings, etc.
Runs reports; copies and/or distributes reports; establishes and maintains both automated and manual records and files; and performs record retention tasks as dictated by County policy.
Maintains assigned inventory; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming shipments; reviews and forwards for payment.
Provides assistance and information to employees, managers, vendors, citizens, local businesses, and/or and other interested parties regarding assigned department functions; serves as liaison between supervisors, vendors, and other departments in regards to department policies and activities.
Explains policies and procedures.
Prepares various department documents requiring knowledge of department policies, programs, and procedures and which may involve researching, compiling, analyzing, retrieving and/or summarizing data.
Performs other related duties as required.