Office Specialist I New

Duties

(Note: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)

• Responsible for routine and well-defined programs(s) requiring limited use of discretion, selection, or resources.
• Responsible for answering and managing a high level of incoming calls and emails, in addition to handling in-person walk-ins.
• May perform a variety of clerical, secretarial, and/or receptionist duties for a program activity or section of a division or department under direct and daily supervision including answering, screening, and routing phone calls, typing, mail distribution; completing and processing standard County forms (i.e. accounts payables, travel requisitions, field purchase orders); completing payroll time sheets; reviewing documents for completeness and accuracy; maintaining sensitive files (personnel, project, program); and, maintaining appointment calendars.
• May be responsible for researching and pulling records and information to assist the supervisor.
• May perform word processing assignments on a daily, continuous basis.
• Composes routine replies to correspondence in accordance with department and county procedures.
• May prepare and compile accounting and statistical tables and reports from miscellaneous materials.
• May provide clerical support to a special board or committee which includes attending meetings; setting up meetings; scheduling rooms and equipment; compiling and distributing agendas; taking and transcribing minutes; completing necessary follow-up; contacting members; etc.
• May maintain a computerized database for a division/activity program which includes updating and purging records, preparing/formatting reports, and trouble-shooting system problems.
• Defers problems to a higher level for resolution and may coordinate workflow with other divisions/activities.
• May maintain division/activity petty cash.
• Receives calls, resolves customer concerns when applicable or escalates when appropriate.
• Responsible for addressing routine or general questions relative to assigned division/activity procedures, policies, or operations.
• Researches and assembles a variety of data from office records for incorporation into various reports.
• May operate a computer program which may require skills to format and retrieve data from a variety of reports.
• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County and Local ordinances.
• Responds to emergency situations.

• Performs other duties as assigned.

Minimums

Graduation from high school or possession of a GED and three (3) years of general clerical or reception, and/or secretarial experience. Two (2) years of post-high school education may be substituted for two (2) years of the required experience. May be required to demonstrate keyboarding skills. A comparable amount of education, training, or experience may be substituted for the minimum qualifications. Must possess and maintain a valid driver's license at time of hire. Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter. The preferred candidate, having met the requirements, will have prior experience in a customer-facing role.

How to apply

• Knowledge of business English, spelling, and math.
• Knowledge of the overall function and responsibilities and services rendered by the division/activity to which assigned.
• Ability to understand and follow oral and written instructions.
• Ability to learn and perform assigned clerical duties readily and adhere to prescribed routines.
• Ability to meet and deal effectively with the public and employees.
• Ability to answer and manage a high level of incoming calls and emails, in addition to handling in person walk-ins.
• Ability to multitask and handle high-pressure situations calmly.
• Ability to answer the phone, listen actively, relay information, and type basic information simultaneously.
• Ability to adjust communication style to tailor interactions and strategies to match a customer’s unique behavioral characteristics and preferences.
• Ability to maintain complex statistical records and to prepare periodic reports from such records.
• Ability to use own limited judgement and discretion in execution of duties.
• Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.
• Ability to perform routine secretarial tasks as required by the position.
• Ability to learn and use a personal computer.
• Ability to type accurately from rough draft, plain copy or recording at a reasonable rate of speed.

• Ability to respond to emergency situations.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to work under stressful conditions.
• Ability to interact effectively with others.
• Must be able to relocate to other county locations based upon operational needs.

ADA REQUIREMENTSMental Demands: Ability to read and comprehend instructions. Ability to communicate effectively. Ability to construct compound, complex sentences, and paragraphs. Ability to perform basic mathematical computations (addition, subtraction, multiplication, division). Ability to analyze data and develop a conclusion. Ability to express ideas and relay information. Physical Demands: Sedentary work. Ability to talk, hear, and see. Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer. Ability to look at a computer screen for long periods. Finger dexterity. Ability to bend, stoop, and reach. Ability to lift, push, pull and/or carry a minimum of 10 pounds. Environmental Demands: Inside work Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference is provided to qualified applicants pursuant to State law.