Office Records Specialist

Job Description

Office Records Specialist (934)

Education and Experience

Graduation from high school or its equivalent and one (1) year of general clerical experience is required. Computer proficiency in Microsoft Word and Excel is required; computer proficiency using databases is desirable. Bilingual skills desirable (Spanish preferred).

Typical Duties

Under supervision: types letters, reports, requisitions, form letters, and various other forms and materials; performs counter and telephone service, answering inquiries involving routine City procedures, activities, and functions; may perform counter and telephone service with non-English speaking public; refers and occasionally reconciles complaints; demonstrates excellent customer service, honesty, respect, and ethical behavior; reviews and accepts requests, permits, and application forms; receives, sorts, and distributes mail; may receive and issue receipt for cash, currency, and checks; operates duplicating equipment and other standard office machines; operates facsimile or other equipment used in requesting and transmitting records or other information; operates personal computer equipment which utilizes word processing, spreadsheet, and other software applications; may compile, review for accuracy, and forward payroll documentation; signs checks using a check signer and burster machine; enters and retrieves data from an on-line financial system or personal computer following established procedures; may proofread and check typed and other materials for accuracy, completeness, compliance with City policies, and correct English usage including grammar, punctuation, and spelling; sorts, indexes, and files materials using a variety of filing methods; arranges routine material for typing; maintains mailing lists; prepares acknowledgments and replies from form letters; verifies columns of figures; checks computations; performs simple arithmetical calculations and posting work incidental to report or record-keeping preparation; may operate adding, calculating, and other office machines and appliances; assists in researching cabinet, computer, and microfilm files, even when given sometimes vague and incomplete information; searches for and removes file material; prepares records for retention; provides clerical assistance to others, responding to their appropriate requests for information and/or records; orders supplies; audits invoices; matches invoices to purchase orders; may deal with vendors; may process subpoenas and/or warrants of arrest received from various courts; maintains the calendar for Council Chambers, for internal use and external rentals; operates Public Announcement system and performs other related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of: office practices and procedures, including filing and the operation of standard office equipment; correct English usage, including spelling, grammar, and punctuation; business letter writing; the standard format for typed materials; and basic business arithmetic. Good ability to: perform detailed clerical work accurately; organize and maintain accurate office files; sort and verify statistical and financial data; make accurate arithmetical computations; use initiative and sound independent judgment within established guidelines; operate standard office equipment, including a centralized telephone system; use personal computers and applicable software; prioritize work and coordinate several activities at one time; understand and carry out oral and written instructions; establish and maintain effective working relationships with those contacted in the course of work; deal tactfully and courteously with the public; handle complaints in a thorough, professional manner; and enter data from clear copy at a net rate of not less than 25 words per minute on a computer keyboard.

Supervision Received

Works under the general supervision of employees in higher clerical, technical and/or supervisory classifications.

Supervision Exercised

May assist in the training of new personnel.

Other Requirements

Must be able to perform all of the essential functions of the job assignment.

Special Conditions

Incumbents of this classification may be required to work unusual hours and weekends in the performance of their duties.

Approved, October 2001