Senior Office Specialist

The Position

Under general supervision, provides a variety of responsible and difficult office support activities to an assigned City department/division/section/unit, which may include word processing, data entry and organization, receipt of payments, processing of invoices, record-keeping, report preparation, and filing; may lead, plan, assign, direct, train, and review the work of lower-level staff; administers assigned department/division/section/unit projects and/or programs; provides information and assistance to the general public;

and performs related work as required. DISTINGUISHING CHARACTERISTICS This is the advanced journey-level of the Office Specialist series. This class is distinguished from the Office Specialist by the difficulty and complexity of work performed and/or by providing lead direction to lower-level clerical staff. SUPERVISION RECEIVED AND EXERCISED General supervision is provided by professional or management personnel, or a higher level clerical position.

Functional or technical supervision may be provided by technical professional, or administrative staff. May exercise lead technical and functional direction over and provide training to assigned staff.

The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform related duties as needed:

• Perform a wide variety of responsible and difficult office administrative duties to support assigned department/division/section/unit, including researching and compiling data, preparing various records and reports, and processing permits and licenses.
• Independently compose, type, format, and proofread a wide variety of reports, letters, memos, and statistical charts.
• Respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to responsibilities assigned.
• Compile information and data for statistical and financial reports; check data; prepare and assemble reports, manuals, articles, announcements, and other informational materials.
• Gather, assemble, process, update, and distribute a variety of forms, and records as requested.
• Administer department projects and/or programs as assigned by management staff; provide assistance to staff in various research and department-related projects.
• Organize, maintain, and update record systems and specialized databases; verify accuracy of information; research data within areas of assigned responsibility to prepare reports and provide follow-up information to inquiries.
• Maintain accurate and detailed records, verify accuracy of information, research discrepancies, and record information.
• Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply City, departmental, and divisional policies and procedures in determining completeness of applications, records, and files.
• Prepare, copy, collate, and distribute a variety of documents; ensure proper filing of copies in central files or electronically.
• Perform general reception duties; receive and screen visitors and telephone calls; take messages, direct callers and visitors to the proper office or person, and/or provide factual information regarding City services, programs, projects, and activities; apply policies, procedures, rules, and precedents in response to inquiries and complaints from the public; direct callers to appropriate City staff as necessary.
• Receive, open, time stamp, sort, and distribute all incoming mail, faxes, invoices, and parcels; maintain and process outgoing mail.
• May participate and assist in the administration of a department or major subdivision preparing comprehensive reports and compiling budget…