Office Specialist I - Agriculture and Urban Horticulture Programs - Resource Stewardship Division

Major Functions

The County of Volusia is seeking an Office Specialist I for the Resource Stewardship Division. This position is working with the University of Florida (UF)/Institute of Food and Agricultural Science (IFAS) Extension Services at the Agriculture Center located in DeLand, Florida. This position will be responsible for clerical duties such as, front desk reception, answering phones, creating flyers and managing registration for classes. The candidate must possess excellent customer service skills and have good computer skills with proficiency in Word, Excel, PowerPoint and Publisher.

*The position will be filled at the base pay rate of $16.72*

Note: position involves working flexible hours to include some weekends and evening hours.

Illustrative Duties

• 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 be responsible for the maintenance of social media and website accounts.
• May perform word processing assignments on a daily, continuous basis.
• Composes routine replies to correspondence in accordance with department and county procedures.
• Assists faculty with preparing for and setting up educational events. Setting up rooms, preparing materials, maintaining registration, and helping with any other duties to prepare for events.
• 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.
• 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.
• Addresses routine or general questions relative to procedures, policy or operations.
• May address routine or general questions related 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 maintain sensitive or complex division/activity records such as personnel files, project files, program files, etc.
• Provides support to the office by creating and reviewing documents for Americans with Disabilities Act (ADA) compliance.
• Provides coverage of the front desk when needed.

• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

Minimum 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. May be required to demonstrate keyboarding skills.

Must possess and maintain a valid driver's license at time of hire.

Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.

The preferred candidate, having met the minimum requirements, must have at least one (1) year of experience with social media sites and/or website management, Microsoft Word, Excel, Publisher, Adobe, and PowerPoint. Experience with 4-H, Master Gardeners or other University Extension volunteer programs and/or bilingual (Spanish) is a plus.

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 their 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.
• Ability to work unsupervised and independently.
• Must be able to relocate to other county locations based upon operational needs.

Mental Demands: Ability to read and comprehend instructions. Ability to communicate effectively. Ability to construct compound, complex sentences, and paragraphs. Ability to perform basic mathematical computations (addition, subtraction, multiplication, division.) Ability to analyze data and develop a conclusion. Ability to express ideas and relay information.

Physical Demands: Sedentary work. 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 pounds.

Environmental Demands: Inside work.

• Medical
• Dental
• Vision
• Flexible Spending Account

HOLIDAYS
The County of Volusia observes the following holidays annually:

• New Year's Day
• Martin Luther King Day
• Good Friday
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving (and day after)
• Christmas

• Tuition Reimbursement
• Onsite Wellness/Fitness Center
• Computer Purchase Program
• Direct Deposit Payroll

Temporary and intermittent employees are not paid for holidays and are not eligible for benefits.