Office Specialist Senior

Full Job Description

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 by using appropriate and defined methods.

Researches operational databases, manuals and electronic files to respond to customers and/or caller inquiries.

Coordinates and completes data collection, analysis, reporting, documentation or projects. Supervises and trains clerical subordinates.

DISTINGUISHING CHARACTERISTICS:

This is the third in a series of three general clerical-related job classifications within the Administrative Support job family.

This classification is distinguished from the Office Specialist in that incumbents typically specialize in a division/department function and also possess broader knowledge/skills about division/department operations to allow more independence in carrying out responsibilities.

This classification is distinguished in that incumbents frequently work under their own initiative in performing advanced administrative/support duties and/or providing formalized work leadership.

Frequently trains and/or supervises subordinate clerical personnel.

The results of assigned projects have direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.

Requirements

• Prepares, processes and maintains financial transactions and documents for departmental activities, such as budget, purchasing, contracts, and other financial transactions. Maintains accounting ledgers, documents and accounts and reviews, verifies and reconciles accounting transactions.

• Designs and maintains spreadsheets to support departmental financial operations. Prepares, updates and maintains monthly financial activity reports, spreadsheets and ledgers. Maintains financial data and records.

• Responds to financial inquiries from departmental management and staff, other County fiscal representatives and the public.

• Prepares and tracks monthly billing statements and invoices. Reviews and enters payment information. Creates purchase orders, shopping carts and other purchasing transaction documentation. Performs check deposits and bank reconciliations; handles account payable and receiving transactions.

• Creates and tracks travel requests for staff.

• Provide support to admin department as needed.

• Manage time well, perform multiple tasks and organize diverse activities.

• Performs other job-related duties as assigned.

Qualifications

Education and Experience:
High School diploma or G.E.D. AND four (4) years of increasingly responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages AND a minimum of one (1) year experience in a directly related function;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
None required.

Knowledge, Skills, and Abilities:

Knowledge of:

• Modern office/clerical practices and procedures, and methods.
• Policies, practices, procedures and terminology of assigned function.
• File management and techniques.
• Principle and procedures of record keeping.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business letter writing, grammar and punctuation, and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

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 and posting receipts for fee payments or other charges.
• Recording and compiling material for reports.
• Operating a variety of modern office equipment, including a computer.
• Both verbal and written communication.

Ability to:

• Compile data and to write clear and comprehensive reports.
• Create effective filing systems, and retrieve and disseminate information.
• Train and supervise office personnel.
• Work independently and accomplish department/division objectives.
• Perform multitasking.
• 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, representatives of outside agencies, other County employees and officials, and the general public.

Additional Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: 8 am - 5 pm, Monday-Friday.
Location: 7723 Springdale Rd, Austin TX 78724
Department: Medical Examiner
Criminal, Driving, Education, and Employment Background Checks Required.


This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.