Office Specialist II

Job Description

Office Specialist II (936)

Education and Experience

Graduation from high school or its equivalent and one (1) year of general clerical and typing experience is required. Computer proficiency in Microsoft Word and Excel is required; computer proficiency in Microsoft Access and Power Point is desirable.

Typical Duties

Under general supervision: types a wide variety of material from rough draft or copy, marginal notes, or verbal instructions, including: letters, reports, legal documents, property descriptions, specifications, requisitions, warrants, vouchers, work orders, and various other forms, materials, and statistical data; performs counter and telephone service, answering inquiries involving routine departmental procedures, activities, and functions; refers and occasionally reconciles complaints; reviews and accepts requests, permits, and application forms; may receive and issue receipt for cash, currency, and checks; operates duplicating equipment; enters and retrieves data from an on-line financial system or personal computer following established formats; operates facsimile or other equipment used in requesting and transmitting records or other information; proofreads and checks typed and other materials for accuracy, completeness, compliance with City policies, and correct English usage including grammar, punctuation, and spelling; may receive, sort, distribute, and dispatch mail; sorts, indexes, and files materials, using a variety of standard filing methods; searches for and removes file material; prepares records for retention; arranges routine material for typing; maintains mailing lists; prepares acknowledgments and replies from form letters; secures, prepares, and copies standard departmental information and data, proceeding semi-independently; verifies columns of figures; checks and tabulates statistical data; performs simple arithmetical calculations and posting work incidental to report or record-keeping preparation; assists in researching cabinet and computer files, applying sometimes vague and incomplete information; provides clerical assistance to others; responding to their appropriate requests for information and/or records; may operate adding, calculating, and other office machines and appliances; orders supplies; audits invoices; matches invoices to purchase orders; deals with vendors; balances batch entries; operates personal computer equipment which utilizes word processing, spreadsheet, and other software applications; may compile, review for accuracy, and forward payroll documentation; may process subpoenas and/or warrants of arrest received from various courts; may operate satellite radio, using police or other radio codes; may check police files on suspected persons for possible warrants or wanted bulletins and communicates file information to field personnel and other law enforcement agencies; 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; compose routine correspondence from brief instructions; sort and verify statistical and financial data; spell correctly; use proper English; 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; handle complaints in a thorough, professional manner; and type from clear copy at a net rate of not less than 50 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, July 2001