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Clerical Operations Coordinator

2 months ago

Tampa, Florida, United States Hillsborough County Full time

Job Overview

The Office Support Specialist plays a crucial role in delivering administrative and operational assistance within the organization. This position involves a variety of tasks including customer service, clerical duties, and internal financial responsibilities, which may require a degree of independent decision-making. The role typically supports a specific Unit, Division, or Department.

The successful candidate will need to quickly grasp the entire Accounts Payable process and their specific responsibilities within it. They should possess strong problem-solving skills to locate missing information on invoices by examining related documents within the system. Familiarity with Oracle Intelligence Document Recognition (IDR) is advantageous. The candidate must demonstrate effective communication skills with suppliers and departmental staff, exhibit a strong work ethic, and have reliable transportation.

Salary

$32,552 - $42,317

Benefits

Core Competencies

  • Customer Commitment - Actively seeks to understand customer needs and deliver exceptional service.
  • Professionalism and Integrity - Upholds and promotes ethical behavior, fostering trust within the organization and with the public.
  • Organizational Excellence - Takes responsibility for personal effectiveness and is dedicated to continuous improvement in operations.
  • Team Collaboration - Works cooperatively with others, valuing diverse ideas and perspectives to achieve common goals.

Duties and Responsibilities

The following duties are illustrative and not exhaustive. The omission of specific duties does not exclude them from the position if the work is similar or related. Depending on the assigned area of responsibility, incumbents may perform one or more of the following activities:

  • Maintain and organize both manual and automated filing systems.
  • Code, classify, and compile information for use by others.
  • Verify and register documents, assigning file numbers as necessary.
  • Review documents for accuracy and completeness.
  • Provide assistance to staff and the public as needed.
  • Respond to inquiries and search files for requested information.
  • Compile data and verify figures.
  • Produce information by transcribing, formatting, and editing text and data.
  • Maintain logs and records of equipment, inventory, and services performed.
  • Manage office supplies inventory, placing orders as needed.
  • Operate office equipment such as copiers and telephones.
  • Type various documents and materials from rough drafts or multiple sources.
  • Train and guide other clerical staff, ensuring accuracy and completeness.
  • May be responsible for delivering mail and supplies to various locations.
  • Greet visitors and ascertain the nature of their business.
  • Conduct office functions such as inventory management and report preparation.
  • Organize and schedule meetings and appointments.
  • Perform other related duties as assigned.

Job Specifications

  • Knowledge of English grammar, punctuation, and spelling.
  • Ability to maintain and file records efficiently.
  • Ability to proofread work accurately.
  • Ability to perform calculations and verify data.
  • Ability to coordinate the work of other clerical staff.
  • Ability to instruct new employees effectively.
  • Proficiency in operating office equipment and software.
  • Ability to prioritize tasks and manage time effectively.

Physical Requirements

  • Position typically operates in a professional office environment.
  • Requires the ability to remain mostly sedentary.
  • May require lifting boxes up to 30 pounds and bending as necessary.

Work Category

  • Sedentary work - Involves exerting up to 10 pounds of force occasionally, primarily involving sitting.

Minimum Qualifications Required

  • Graduation from high school or possession of a GED Certificate; AND
  • Two (2) years of clerical experience; OR
  • An equivalent combination of education, training, and experience.

Emergency Management Responsibilities

In the event of an emergency, employees may be required to respond to duties as assigned by their department or relevant authorities.

Additional Job Requirements

Depending on the department's mission, employees may be required to:

  • Pass background checks as required for the position.
  • Possess necessary job-related licenses or certifications.