Senior Office Specialist

Position Overview

An employee in this class performs a variety of reception, administrative support, records processing, and document production tasks using standard office technology. Work includes greeting the public, answering questions, providing customer service, performing typing and data entry tasks, and creating and maintaining accurate files, logs, and records. The employee is expected to have a good understanding of the County and its services to respond to inquiries, including some technical knowledge about departmental or County policies and procedures.

Customer service duties require tact and courtesy, especially when dealing with sensitive or confidential matters. Work has some variety in daily assignments or work activities. Work typically follows established procedures; precedent-setting situations are referred to others. Specific oral and/or written instructions are available to apply to most work situations. Work includes the use of modern office technology, including word processing, spreadsheet, and other software applications.

This position performs a variety of office tasks and is assigned to the Social Services Department. Starting pay is $36,153 or DOQ

• Answers telephone and greets visitors; directs calls or visitors and gives program and department information based on types of request; selects appropriate materials to answer questions and provides assistance.
• Reviews and verifies records and reports to ensure that information is accurate and complete.
• Prepares a variety of documents, including logs, correspondence, memoranda, etc., from handwritten notes or verbal instructions; proofreads materials for typographical or spelling errors; copies, collates, binds, scans, emails, and distributes information in various formats; and enters a variety of data into spreadsheets and/or databases.
• May coordinate or assist with the work of others or fill in for their absence.
• Performs related duties as required.

• Knowledge of business English, mathematics, and business formats and terms.
• Knowledge of modern office procedures and related office information technology equipment, software, and peripherals.
• Working knowledge of services, procedures, and practices of the County and of the organization’s personnel and financial procedures.
• Skill in the use of information technology hardware and associated software, such as word-processing, spreadsheets, and databases, used in the area of work assignment.
• Skill in collaborative conflict resolution, customer service excellence, and teamwork.
• Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive.
• Ability to keep fiscal and statistical records, ledgers, and files, and provide information correctly and concisely.
• Ability to schedule appointments and meetings and establish schedules based on specific oral or written instructions.
• Ability to maintain confidential information.
• Ability to communicate effectively in oral and written form.
• Ability to establish and maintain effective working relationships with supervisors, coworkers, customers and the general public.
• Graduation from high school and demonstrated possession of knowledge, skills, and abilities gained through at least two years of office assistance/secretarial science experience; or an equivalent combination of training and experience.