Office Specialist Sr.

About the Role

Under limited direction, performs advanced, complex clerical and administrative work in a specific subject area. Provides advanced customer service functions and fosters positive public relations. Performs a variety of advanced administrative, analytical, or technical work of a highly specialized nature. Coordinates or performs all functions within a distinct, complex program area. Analyzes, resolves, and documents difficult problems using appropriate and defined methods.

This classification is distinguished by specialization in a division/department function, broader knowledge of operations, and greater independence in carrying out responsibilities. Incumbents frequently work under their own initiative, perform advanced administrative/support duties, and may train or supervise subordinate clerical personnel. The results of assigned projects directly impact divisional or departmental goals.

Responsibilities

• Applies functional knowledge to analyze and respond to matters requiring comprehensive understanding of department policies and procedures.
• Performs and conducts research and interpretation of data.
• Coordinates and completes data collection, analysis, reporting, documentation, or projects to ensure accurate and timely processing of operational needs.
• Researches operational databases, manuals, and electronic files to respond to customer or caller inquiries.
• Compiles information in a self-reporting relational database system and generates monthly workload and performance reports.
• Coordinates or performs all functions within a distinct, complex program area, including specialized operations not readily integrated into other work processes.
• Performs highly specialized duties in furtherance of the department/division mission.
• Supervises and trains clerical subordinates; assists in computer training of new employees and general training of volunteers.
• Provides assistance on difficult assignments; analyzes, resolves, and documents problems using defined methods.
• Authorizes exceptions to policy within defined limits and response times.
• Reports to and advises customers, representatives of other counties, law enforcement agencies, and businesses; documents actions taken in response to inquiries.
• Acts as primary customer contact for assigned function with outside organizations or other departments.
• Responds to technical computer system and administrative questions, ensuring necessary follow-up.
• Handles requests in person, by mail, and by telephone based on established rules and regulations.
• Provides technical advice and assistance regarding documents required for transactions.
• Resolves citizen complaints about the division/department.
• Ensures departmental policies, procedures, and statutory requirements are met.
• Processes forms, letters, data entry/retrieval, equipment maintenance, and inventory control.
• Participates in complex technical administrative projects with staff as directed.
• Assists with specialized or difficult work activities of subordinates or other staff members.
• Reviews documents presented for transactions; prepares forms and determines fees by applying established rules.
• Collects fees and provides receipts.
• May perform duties of an Office Specialist, serve as timekeeper, or perform transcription duties for autopsy reports and other documents.
• Performs other job-related duties as assigned.

Requirements

• High School diploma or G.E.D.
• Four (4) years of increasingly responsible office/clerical experience, including operation of computer equipment (word processing, spreadsheets, databases, and software packages).
• Minimum of one (1) year of experience in a directly related function.
• Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities to perform the job.

Skills

Knowledge of:

• Modern office/clerical practices and procedures.
• Policies, practices, procedures, and terminology of the assigned function.
• File management and techniques.
• Principles and procedures of record keeping.
• Computer equipment, including word processing, spreadsheets, databases, and software packages.
• Business letter writing, grammar, punctuation, and report preparation.
• Federal and state laws requiring confidential handling of certain health information (if applicable).

Skill in:

• Resolving complex problems.
• Conducting research and presenting information.
• Processing financial reports, including receipts, claims, and disbursements.
• Performing cashier duties, such as receiving cash, issuing receipts, and posting payments.
• Recording and compiling material for reports.
• Operating modern office equipment, including computers.
• Verbal and written communication.

Ability to:

• Compile data and write clear, comprehensive reports.
• Create effective filing systems and retrieve/disseminate information.
• Train and supervise office personnel.
• Work independently and accomplish department/division objectives.
• Multitask effectively.
• Maintain confidential data and information for executive staff.
• Understand and carry out verbal and written directions.
• Establish and maintain effective working relationships with departmental clientele, outside agencies, County employees, officials, and the public.

Work Environment & Other Information

• Physical requirements include lifting/carrying up to 20-50 pounds occasionally.
• Requires visual acuity, speech, hearing, hand-eye coordination, and manual dexterity to operate computers and office equipment.
• Subject to sitting, client/customer contact, standing, walking, repetitive motion, stooping/kneeling, squatting, bending, and reaching.
• Employees may be assigned to business continuity efforts outside of normal job functions.

Schedule

Monday - Friday, 8:00 AM - 5:00 PM

Location: 700 Lavaca St, Austin, TX 78701

Criminal, driving, education, and employment background checks required.