Class Code: 0136

 

OFFICE SUPPORT SPECIALIST         

 

SUMMARY:  Under general supervision, performs a variety of specialized office support work involving the use of a personal computer, a variety of software applications, and other office equipment.

 

DISTINGUISHING CHARACTERISTICS:  This classification is distinguished from an Office Support Clerk by the ability to work independently with limited supervision, and advanced level of work assignments. 

 

TASKS:

·        Interacts with public, County staff, or vendors in order to obtain goods/services, assist them in using agency or postal delivery services, equipment, programs, and/or facilities, collect fees, answer questions, identify their service needs or locate missing materials.

·        Prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public.

·        Processes requests for agency materials/information received by phone, fax, email, or in person in order to provide patrons with requested materials/information.

·        Files a variety of correspondence, documents, requests received, and other forms/materials in order to provide documentation of activities and comply with agency/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.

·        Distributes paychecks to employees in order to ensure each employee receives his/her pay check.

·        Sorts mail (U.S., foreign and interoffice) 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/summary reports from a variety of databases/spreadsheets in order to facilitate data/trend analysis, and/or provide data/information to staff, County officials, and/or the public.

·        Performs related work as required.

KNOWLEDGE, ABILITIES AND SKILLS – REQUIRED AT TIME OF HIRE:  (Applicants are expected to possess the required Knowledges, Abilities, and/or Skills listed below prior to being hired for positions in this job class.)

·        Knowledge of procedures for operating various office equipment, including personal computers.

·        Knowledge of standard formats used for a variety of correspondence, notices, schedules, and related materials.

·        Knowledge of English spelling and grammar.

·        Ability to operate a personal computer to prepare a variety of correspondence, notices, schedules, and related materials and/or record hearings using a variety of software/applications.

·        Ability to perform basic mathematical calculations involving addition, subtraction, multiplication and/or division.

·        Ability to read names, account numbers, amounts and related information on a variety of documents.

·        Ability to sort/file materials alphabetically, chronologically, and numerically.

·        Ability to keyboard.

·        Ability to prioritize work activities.

·        Ability to work effectively in high stress situations.

·        Ability to operate a variety of standard office equipment.

·        Ability to use a variety of office software applications, including browsers, word processing, database, spreadsheet, and/or presentation applications to prepare a variety of documents, forms, and/or related materials.

·        Ability to compose letters, memos, and related documents covering a variety of routine work related topics.

  • Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, age, gender, ethnicity, disability, sexual orientation, marital status or political affiliation.

·        Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County=s Ethics and Conflict of Interest policies.

·        Skill in entering data into computer with less than 5% error rate.

 

KNOWLEDGE, ABILITIES AND SKILLS – NOT REQUIRED AT TIME OF HIRE BUT EXPECTED TO BE DEVELOPED ON THE JOB:  (The following Knowledges, Abilities, and/or Skills listed below, although considered to be necessary in order to perform the work of this job title, are not required at time of hire.)

·        Knowledge of the general operating policies and procedures of the assigned agency.

·        Knowledge of types and locations of various materials and services within the assigned agency or facility. 


 

·        Knowledge of policies and procedures for processing incoming/outgoing inter-office mail.

·        Knowledge of established customer service policies, procedures, and techniques.

·        Knowledge of procedures for ordering supplies, equipment, and materials.

·        Ability to understand, follow, and explain a variety of County/agency policies and procedures.

·        Ability to explain/demonstrate procedures for performing a variety of work activities.

·        Ability to learn/perform a variety of work activities in assigned agency.

·        Ability to operate a multi-line phone console.

·        Ability to develop/revise operating procedures for a variety of policies.

·        Skill in verifying that a variety of forms/documents received have necessary information in appropriate locations with less than 5% error rate.

·        Skill in entering daily, weekly and monthly totals into log sheets or computer program with no errors.

 

DESIRABLE TRAINING AND EXPERIENCE:   Graduation from high school;  two (2) years of general office support work;  or any equivalent combination of training and experience.

 

GENERAL INFORMATION:

Bargaining Unit:            White Collar                             

FLSA Status:                Non-Exempt

Class Spec:                   Established: 06/2004

 

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