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Office Support Specialist

3 months ago

Fort Lauderdale, United States Broward County Board of County Commissioners Full time

**REQUIREMENTS AND PREFERENCES**:
**Announcement will close on April 26, 2024 at 5:00p.m.**

The **Office Support Specialist **will perform a variety of office related tasks including the following:

- Receive requests by telephone for maintenance and repair work; enter requests into computerized work order system; prioritize and dispatch work order requests by telephone communications and two-way radio.
- Follow up with site customers as appropriate for additional response and communication regarding work orders.
- Receive and distribute contractor completion reports to Building Managers.
- Update status of contractor work orders; file contractor's service tickets; and attach as related documents to the work order.
- Data entry including labor hours/costs for work orders in computerized work order system.

**General Description**
Works under close to general supervision according to set procedures, but determines how or when to complete tasks.

**Minimum Education and Experience Requirements**
- Requires six (6) months of clerical or closely related experience.

**Special Certifications and Licenses Required**
- None.

**Preferences**

Associate or Bachelor's Degree in Business or closely related field.
At least one year of experience using a computerized work order system.
At least one year experience and knowledge of the practices, methods, materials, and equipment of the building trades.
At least one year experience and knowledge of building maintenance needs and service requirements.
At least one year experience in a call center or similar customer service environment.
At least one year experience in Microsoft Office products.

**DUTIES AND RESPONSIBILITIES**:
**The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.**

Interacts with the public, County staff, or vendors in order to obtain goods or services, assist in using agency or postal delivery services, equipment, programs, and/or facilities, collect fees, answer questions, identify service needs or locate missing materials.- Files a variety of correspondence, documents, requests received, and other forms and materials in order to provide documentation of activities and comply with agency and State records management, and agency operating policies and procedures.
- Maintains adequate amounts of a variety of supplies, materials and equipment in order to ensure availability of items needed for efficient operation.
- Reviews time cards, leave requests, and related documents in order to ensure employees are paid correctly and leave balances are accurate.
- Sets up a variety of manual and/or electronic files in order to facilitate case or work management and tracking and facilitate storage and retrieval of information.
- Sorts mail in order to determine which mail processor to use and/or direct it to the appropriate division/person; proofreads printouts, summary reports, or on screen data in order to identify data entry errors; opens files for new cases in order to facilitate case management and tracking.
- Retrieves information and summary reports from a variety of databases or spreadsheets in order to facilitate data and trend analysis, and/or provide data or information to staff, County officials, and/or the public.

Performs related work as assigned.

**WORK ENVIRONMENT**:
**Physical Demands**:

- Physical demands refer to the requirements for physical exertion and coordination of limb and body movement._
Performs light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy.
- **Unavoidable Hazards**:

- Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken._
None.

**SPECIAL INFORMATION**:
**Competencies**
- ** Plans and Aligns**
- Plans and prioritizes work to meet commitments aligned with organizational goals. Adopts a sequence of activities that allows for optimal efficiency and effective coordination with others. Makes skillful use of resources and support to deliver efficient, high-quality work.
- **
Ensures Accountability**
- Holds self and others accountable to meet commitments. Accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.
- **
Drives Results**
- Consistently achieves results, even under tough circumstances. Does what is necessary to meet goals and deliver expected results with acceptable quality. Shows consistent effort to complete even unpleasant or routine tasks in a timely manner; maintains work focus despite obstacles or setbacks.
- **
Manages Conflict*