Office Specialist I - Coastal

at  Volusia County FL

MAJOR FUNCTIONS

The County of Volusia is seeking an Office Specialist I for the Coastal Division. This position is located in Daytona Beach, Florida and will be responsible for clerical duties such as front desk reception, answering phones, creating flyers and data entry. The candidate must possess excellent customer service skills and have good computer skills.

MINIMUM REQUIREMENTS

Graduation from high school or possession of a GED and 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. May be required to demonstrate keyboarding skills.
Note: Depending on the assignment, may be required to possess and maintain a Florida driver’s license.

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.

ADA REQUIREMENTS

Physical Demands: Ability to talk, hear, and see. Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer. Ability to look at a computer screen for long periods. Finger dexterity. Ability to bend, stoop, and reach. Ability to lift, push, pull and/or carry a minimum of 10 lbs.
Mental Demands: Ability to read and comprehend instructions. Ability to perform basic mathematical computations (addition, subtraction, division, multiplication). Ability to express ideas and relay information. Ability to construct compound and complex sentences.
Environmental Demands: Inside and outside work.

NOTE: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

• Enters daily task sheets to track all work performed throughout the division.
• Runs QA/QC reports.
• Runs reports and compiles data for internal and/or external public records requests.
• Compares employee hours worked in Kronos against Lucity for accuracy and quality control.
• Responsible for routine and well-defined program(s) requiring limited use of discretion, selection, or resources.
• May 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 including answering, screening, and routing phone calls, typing, mail distribution; completing and processing standard County forms (i.e. accounts payables, travel requisitions, field purchase orders); completing payroll time sheets; reviewing documents for completeness and accuracy; maintaining sensitive files (personnel, project, program); and, maintaining appointment calendar.
• May be responsible for researching and pulling records and information to assist the supervisor.
• May perform word processing assignments on a daily, continuous basis.
• Composes routine replies to correspondence in accordance with department and county procedures.
• May prepare and compile accounting and statistical tables and reports from miscellaneous materials.
• May monitor budget expenses and limits.
• May provide clerical support to a special board or committee which includes attending meetings; setting up meetings; scheduling rooms and equipment; compiling and distributing agendas; taking and transcribing minutes; completing necessary follow-up; contacting members; etc.
• May maintain a computerized database for a division/activity program which includes updating and purging records, preparing/formatting reports, and trouble-shooting system problems.
• Defers problems to a higher level for resolution and may coordinate workflow with other divisions/activities.
• May perform transcription duties.
• May maintain division/activity petty cash.
• May be responsible for maintaining supply levels and ordering stock.
• Receives calls and routes on to appropriate staff or division/activity any complaints or requests for information from citizens or others regarding county services or related information.
• May address routine or general questions relative to assigned division/activity procedures, policies, or operations.
• Researches and assembles a variety of data from office records for incorporation into various reports.
• May operate a computer program which may require skills and knowledge in programming, formatting, and retrieving data in a variety of reports.
• May update or maintain files related to an operating system (i.e., CJIS, RMS, LGFS) or an internal program of complex databases.
• Attends work on a continuous and regular basis.
• Must adhere to Federal, State, County and Local ordinances.
• May be assigned to other locations based upon operational needs.
• Responds to emergency situations.
• Performs other duties as assigned.