Office Specialist

Job Specifications/Experience Depending upon area of assignment, responsibilities and duties may include, but are not limited to the following: Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit. Maintain radio communication with field personnel. Type forms, schedules, reports, lists, general correspondence, manuscripts, charts, graphs, contracts and statistics. Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence. Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information. Compose routine correspondence. Proofread materials for clerical accuracy and spelling. Copy, collate, staple and otherwise bind a variety of materials. File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval. Research readily available information requiring some interpretive judgment and tally and compile information for reports using a computer, typewriter or related software. Maintain records of the unit concerning purchases, budget accounts and inventory; requisition office supplies. Maintain records of staff attendance and absences; compile and submit periodic reports for payroll purposes. Transcribe cassette tapes of dictated correspondence, reports, interviews, legal documents, lists and related materials using modern office equipment and computer software. Receive, open, date stamp and distribute incoming mail and processes outgoing mail. Maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit; check and compare records and documents for accuracy. Make routine mathematical calculations. Maintain calendars and schedules of appointments, meetings, room use, equipment use and events. Qualifications Performing varied journey-level clerical work. Bi-lingual, Spanish required. Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods. Keyboard at a net corrected speed of 40 words per minute from clear copy; learn to efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.

Information:

Business hours : Monday through

Thursday:

7am to 4pm, Friday 7am to 3pm

Job Type:

Full-time Pay:

$20.00 - $24.00 per hour

Work Location:

In person