Office Specialist I

1 day ago

Tampa FL USA, United States County of Volusia, FL Full time
Job Title: Office Specialist I

County of Volusia, FL is seeking a highly skilled Office Specialist I to join our team. As an Office Specialist I, you will provide routine clerical, secretarial, and reception support for the County Manager's Office.

Key Responsibilities:
  • Perform a variety of clerical, secretarial, and/or receptionist duties for a program activity or section of a division or department under direct and daily supervision.
  • Answer, screen, and route phone calls, type, mail distribution, complete and process standard County forms, complete payroll time sheets, review documents for completeness and accuracy, maintain sensitive files, and maintain appointment calendar.
  • Research and pull records and information to assist the supervisor.
  • Perform word processing assignments on a daily, continuous basis.
  • Compose routine replies to correspondence in accordance with department and county procedures.
  • Prepare and compile accounting and statistical tables and reports from miscellaneous materials.
  • Monitor budget expenses and limits.
  • Provide clerical support to a special board or committee, including attending meetings, setting up meetings, scheduling rooms and equipment, compiling and distributing agendas, taking and transcribing minutes, completing necessary follow-up, contacting members, etc.
  • Maintain a computerized database for a division/activity program, including updating and purging records, preparing/formatting reports, and trouble-shooting system problems.
  • Defer problems to a higher level for resolution and may coordinate workflow with other divisions/activities.
  • Maintain supply levels and order stock.
  • Receive calls and route to appropriate staff or division/activity any complaints or requests for information from citizens or others regarding county services or related information.
  • Address routine or general questions relative to assigned division/activity procedures, policies, or operations.
  • Research and assemble a variety of data from office records for incorporation into various reports.
  • Operate a computer program that may require skills and knowledge in programming, formatting, and retrieving data in a variety of reports.
  • Update or maintain files related to an operating system (i.e. OnBase, Axia) or an internal program of complex databases.
  • May be assigned to other county locations based upon operational needs.
  • Attend work on a regular and consistent basis.
  • Must adhere to Federal, State, County, and Local ordinances.
  • Respond to emergency situations.
  • Perform other duties as assigned.
Requirements:
  • Graduation from high school or possession of a GED plus three (3) years of general clerical or reception, and/or secretarial experience.
  • Two (2) years of post-high school education may be substituted for two (2) years of the required experience.
  • Required to demonstrate keyboarding skills.
  • Depending on assignment: Must possess a valid driver's license at time of appointment. Must possess a valid Florida driver's license within 30 days of appointment and maintain thereafter.
Knowledge, Skills & Abilities:
  • Knowledge of business English, spelling, and math.
  • Knowledge of the overall function and responsibilities and services rendered by the division/activity to which assigned.
  • Knowledge of modern office practices and procedures.
  • Ability to understand and follow oral and written instructions.
  • Ability to learn and perform assigned clerical duties readily and adhere to prescribed routines.
  • Ability to meet and deal effectively with the public and employees.
  • Ability to maintain complex statistical records and to prepare periodic reports from such records.
  • Ability to use own judgement and discretion in execution of duties.
  • Ability to plan, organize, and oversee the own work and other clerical staff.
  • Ability to provide information correctly and concisely, orally and in writing.
  • Ability to perform routine secretarial tasks as required by the position.
  • Ability to learn and use a personal computer.
  • Ability to type accurately from rough draft, plain copy or recording at a reasonable rate of speed.

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