Office Specialist IV

Job Description

Office Specialist IV (939)

Education and Experience

Minimum Requirements:

Graduation from high school or possession of a GED;
Four (4) years of progressively responsible secretarial or office administrative experience, which required frequent public contact; and
Computer proficiency in Microsoft Word and Excel.

Desirable Qualifications:

Completion of college level courses in the areas of management, public administration, and/or supervision;
Administrative experience supporting management;
Business or secretarial training and experience dealing with government, community, and business representatives; and
Proficiency in Microsoft Access and PowerPoint.

License/Certification

Possession of a valid California Class C driver’s license.
Certification of the ability to type at a net rate of 50 wpm on a computer.

Distinguishing Characteristics

This advanced administrative support class is distinguished from other City office support classes in that incumbents normally report to a Department Director with responsibilities involving the frequent use of tact, discretion, initiative, independent judgment, and political awareness. Responsibilities include regular contact with government officials, board or commission members, representatives of business or community organizations, the public, and City staff to exchange information and explain administrative policies and procedures. This position differs from other positions in the Office Specialist series in that the emphasis is on providing administrative support to manage the functions of a department. The incumbent may direct work of other office support or clerical staff.

Typical Tasks

Each position in this classification may not include all the duties listed below, nor do the examples cover all duties that may be performed.

Under general supervision:

Performs complex and sensitive secretarial and administrative support work in support of departmental functions;
Provides supervision, training, review, and evaluation of assigned office support staff work;
Implements departmental policies and procedures specific to the administration of the department;
Receives and screens visitors and telephone calls providing information which regularly requires the use of good judgment and the interpretation of policies and procedures;
Demonstrates excellent customer service skills, honesty, respect, and ethical behavior;
Coordinates special or on-going projects for the department;
Conducts routine research, compiles data and information into report format, and performs routine statistical analysis;
Types drafts and a wide variety of finished documents from longhand notes, brief instructions, or printed materials using a personal computer with word processing, spreadsheet or other applications software;
Composes correspondence or memoranda independently or from verbal instructions;
Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage;
Organizes and maintains various administrative, reference, and follow-up files, sometimes confidential;
Coordinates administrative details for meetings, compiling agenda, and preparing required informational materials;
Attends, records, and prepares minutes or summaries of activities of commission and board meetings and staff meetings;
Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information, keeping informed of pertinent activities, and maintaining a calendar;
Organizes own work, sets priorities, and meets critical deadlines; ensures that such deadlines are met by other staff;
May provide relief back-up support for clerical staff as required; and
Performs other related duties as assigned.

Knowledge, Skills, and Abilities

Knowledge of:

Standard office administrative and secretarial practices and procedures, including business letter writing, the operation of common office equipment such as personal computer and on-line terminal, record keeping, report preparation, and filing methods;
Correct English usage, including spelling, grammar, punctuation, and vocabulary;
Standard business arithmetic;
Basic supervisory principles and practices;
Office safety practices, procedures and standards

Ability to:

Provide varied, complex, and confidential office administrative assistance to Department Director;
Use initiative and independent judgment within established guidelines;
Communicate clearly and effectively, both orally and in writing;
Understand and follow oral and written instructions;
Deal tactfully and courteously with the public
Establish and maintain cooperative working relationships with those contacted in the course of the work, including the general public;
Work in a team-based environment and achieve common goals;
Analyze and resolve administrative situations and problems;
Research, compile, and summarize a variety of informational materials;
Compose correspondence independently or from brief instructions;
Type at a rate of 50 words per minute net from clear copy;
Effectively handle multiple priorities, organize work, and meet critical deadlines;
Direct, review, and evaluate the work of assigned staff and instruct staff in work procedures; and
Walk or stand for extended periods of time and bend, stoop, reach, carry, climb, and lift as necessary to perform assigned duties.

Supervision Received

Works under the general supervision of a Department Director.

Supervision Exercised

May direct the work of assigned office support and/or general clerical staff.

Other Requirements

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

Approved July, 2007