Office Specialist (Social Services

Job Title

General Statement Of Duties

Process and maintains the records and written materials which represent the transactions or business of an office or organization.

Distinguishing Features Of The Class

An employee in this class performs a variety of journeyman level duties in a specialized office management support role. Central to the performance of duties is the operation of a PC or other office device for the purpose of preparing a variety of letters, forms, documents, or computer database entries. Maintains records and files related to the operation of the office to which assigned.

Decisions involve selecting the correct process or procedure from a larger number of procedural guides. Questions and problems are resolved using established policies and procedures. Informs the public of policies, procedures, and regulations. Public contact occurs in person, by phone, or by letter or memo with members of the general public or agency clientele, or employees of other offices and departments with which they interact.

Work is performed under general supervision and is evaluated through observation, reports, and conferences.

Duties And Responsibilities

Essential Duties And Tasks

• Performs operation of a PC or other office device to prepare correspondence, reports, forms, etc. into final form from typed or handwritten copy or Dictaphone.
• Receives, sorts and distributes mail and other material to the appropriate person in their office.
• Compiles information for reporting or tracking purposes requiring judgement in the selection and interpretation of available data.
• Reviews or edits cyclical or special reports involving unit operations or summarizes information for standard reports.
• Composes letters, memos, and drafts.
• Prepares purchase requisitions, travel authorizations, and travel advances, and makes necessary travel arrangements for staff.

Recruitment Standards

Knowledge, Skills, and Abilities

• Considerable knowledge of office practices and procedures.
• Ability to type with accuracy at the speed requited by the particular position.
• Ability to communicate effectively in person, by telephone, or in written form.
• Working knowledge of simple mathematics.
• Ability to summarize, compile, and tabulate narrative and numerical materials
• Ability to use judgement in organizing and establishing arrangement and format.
• Considerable knowledge of computer software systems.

Minimum Qualifications

Bachelor's degree from an accredited college or university; OR Associate's degree; OR High school diploma or GED and two years of office support experience.

Residency Requirement

Candidate must reside within a two-hour driving radius of Guilford County to be considered for employment. Transcripts are required. Copy of transcript must be submitted with application.

Physical Demands

Work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, driving an automobile, or use of a PC or other VDT to accomplish work objectives. No specific physical demands required. Mental demands and normal stress regarding achieving work deadlines are present.

Working Conditions

Environment:
Work environment involves normal, everyday discomforts or unpleasantness. Work area has adequate light, heat and ventilation; environment is organized and stable.

Hazards:
Work presents no significant hazards to employees.

May Require Driving

This position may require driving for this position whether driving a County owned or personal vehicle to conduct county business such as but not limited to attending conferences, meetings, or any other county related functions. Motor Vehicle Reports may be verified for valid driver's license and that the driving record is compatible with the county's driving criteria. If a personal vehicle is operated for county business proper insurance is maintained as per Guilford County's vehicle use policy.

Special Note

This generic class description gives an overview of the job class, its essential job functions and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job description with physical abilities checklist which can be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal defensible personnel decisions.