Office Support Specialist

2 weeks ago

Odessa, Texas, United States City of Odessa Full time
Job Overview

Department: Keep Odessa Beautiful
Reports to: KOB Executive Director

Position Summary: Under minimal supervision, this role encompasses a range of essential administrative, technical support, and customer service responsibilities, leveraging knowledge of municipal operations and the policies of Keep Odessa Beautiful.


Key Responsibilities:

  • Provide administrative and technical support for the designated department, requiring a solid understanding of local government functions and City services; ensure confidentiality of information and perform duties with discretion within the defined scope of authority.
  • Execute various clerical, technical, and administrative tasks, including managing special projects, coordinating activities, calendar management, data handling, record maintenance, accounting, and research.
  • Ensure the cleanliness and proper operation of the assigned department vehicle and equipment.
  • Conduct field surveys and inspections pertinent to programs and activities managed by Keep Odessa Beautiful.
  • Oversee special projects and program assignments, necessitating familiarity with the operations, policies, and procedures of the City and Keep Odessa Beautiful.
  • Maintain and update diverse computer databases and files; input, modify, and retrieve data, and generate reports; review and process invoices and requisitions.
  • Gather information and materials for special projects and assignments.
  • Process various administrative forms, keeping City records and information tracking systems current; prepare correspondence, reports, accounting records, and other administrative documents.
  • Research files and maintain various computer databases; ensure all administrative actions comply with City policies, procedures, and guidelines.
  • Manage the procurement and distribution of supplies, oversee inventory; collaborate with vendors, verify deliveries and services, and address customer service and technical issues. Track materials, equipment, shipments, and stock, generating reports and reconciling discrepancies between physical inventory and digital records.
  • Provide informed and confidential technical assistance to customers and others interacting with the City; assist with requests, applications, and documentation; retrieve and disseminate information in accordance with City procedures.
  • Organize and schedule appointments and meetings; assist with the annual budgeting process.
  • Support divisional operations through regular and punctual attendance.
  • Screen visitors and telephone inquiries; address issues and complaints as necessary.
  • Foster a positive relationship between the City of Odessa and the public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintain confidentiality regarding work-related matters and City information; perform additional duties as assigned.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.


Minimum Qualifications:

Education, Training, and Experience: High School Diploma or GED required; AND two years of clerical and computer experience.

Knowledge, Skills, and Abilities:

  • Understanding of policies, rules, and regulations relevant to specific assignments.
  • Familiarity with City administration policies, including accounting, budgeting, purchasing, and personnel regulations.
  • Knowledge of operations, services, and activities performed by the assigned department.
  • Proficiency in public sector accounting methods, record keeping, file maintenance, and records management.
  • Ability to research and compile data for reports and presentations.
  • Customer service principles, protocols, and methodologies.
  • Proficiency in business computers and standard Microsoft Office software applications.
  • Understanding and application of relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
  • Ability to interpret and explain policies and procedures of the assigned department.
  • Proficient in operating a telephone, fax machine, copier, computer, camera, and vehicle.
  • Skill in researching and compiling data for reports and technical documents.
  • Ability to interact tactfully and courteously with the public.
  • Ability to follow verbal and written instructions and procedures.
  • High accuracy and productivity in data entry.
  • Ability to establish and maintain cooperative working relationships with colleagues.
  • Effective verbal and written communication skills.


License and Certification Requirements: A valid Driver's License is required. Notary public certification is preferred.

Physical Demands and Working Environment: Work involves both office settings and outdoor conditions, with potential exposure to various weather elements. The employee is regularly required to sit, use hands for equipment operation, reach with hands and arms, and communicate verbally. Frequent standing, walking, and sitting are necessary. Occasional stooping, kneeling, crouching, or crawling may be required. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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