Human Services Office Specialist

Statement of the Job

Provides administration support. Performs general office duties, including, but not limited to: customer service, data entry, typing, preparing documents and spreadsheets, compiling reports, and other administration functions as assigned.

New employees are typically hired at the first step in the pay range.

• Office Specialist
• Minimum Education:
  
  High School Diploma or GED
• Minimum Experience:
  
  Two (2) years working in an office environment performing administrative duties.
• Or any combination of education, training, and experience which demonstrates the ability to perform the essential functions of the position.

• Valid State Driver's License

• Type and enter data into information systems with reasonable proficiency for business efficiency and responsive customer service.
• Maintains calendar of appointments.
• Assists the department in the area of responsible administrative tasks requiring considerable use of independent judgment and initiative.
• Provides administrative support in maintaining data and tracking records necessary for the administration of grants.
• May receive, prepare, sort, and distribute mail and faxes.
• Assists with clerical needs; does not supervise or direct other staff.
• Answers and responds to routine questions by telephone and in person to employees and the public.
• Keeps records of statistical data and reports.
• Responsible for weekly and monthly reports.
• Maintains office supplies and inventory.
• Responsible for budget tracking.
• Responsible for PO's, invoices, and bids/quotes.
• Responsible for supply ordering.
• Responsible for budgeting travel and paying associated invoices.
• Schedules, attends meetings, and maintains a calendar.
• Creates and maintains files, assuring all required paperwork is completed in an accurate and timely manner.
• Drafts and prepares correspondence as requested.
• Compiles packets for meeting sessions.
• Takes minutes in various meetings.
• Operates a variety of office equipment such as a personal computer (PC), printer, copier, and fax machine.
• Provides exceptional customer service to internal and external customers.
• Performs related work as required.

• Modern office practices and procedures.
• Working knowledge of computer word processing (Word Perfect/Microsoft Word), spreadsheet (Excel), and database software programs.
• Business English, spelling, and grammar.
• Record keeping and filing procedures.

• Operating a personal computer and computer software, along with office equipment: calculator, telephone, fax machine, and copy machine.
• Correct business grammar.
• Strong organizational skills.

• Organize and plan the work of an office.
• Communicate effectively verbally and in writing.
• Establish and maintain effective working relationships with applicants, employees, City officials, and the general public.
• Communicate orally with customers in person and by telephone.
• Observe and monitor data to determine compliance with prescribed operating standards.
• Sort, separate, arrange, file, and distribute incoming mail or material in a prescribed manner.
• Comprehend and make inferences from written material.
• Type and enter data into information systems.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, or hear. The employee is occasionally required to walk;

use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus, and read printed materials and/or computer screens.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderately quiet.