What are the responsibilities and job description for the Office Specialist II - Community Assistance position at Volusia County, FL?
Major Functions
The County of Volusia is seeking an Office Specialist II for the Community Assistance Division, Housing Choice Voucher Program (Section 8). This position is located in DeLand, Florida and will be responsible for advanced secretarial and clerical work coordinating various staff support/clerical operations or functioning in a specialized technical staff capacity. Work is performed without direct, daily supervision with a high degree of accuracy. The candidate must have general knowledge of secretarial/administrative assistant responsibilities, as well as, be self-motivated with great communications skills (both written and oral), strong organizational, customer service, and time management skills. This position will be working with the Community Assistance Division and encounter heavy face-to-face and over the phone customer traffic on a daily basis. Other duties for this position will include but are not limited to scheduling appointments, working with Microsoft Word and Excel, processing and reconciling monthly payments, time and attendance software as well as a database management software.
Illustrative Duties
(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)
Depending on the assignment:
- May perform duties from the *Office Specialist I class or the Office Specialist series.
- May serve as secretarial support.
- Schedules appointments.
- Gives information to callers.
- Screens telephone calls for Community Assistance division.
- Reads and routes incoming mail.
- Locates and attaches appropriate file to correspondence to be answered.
- Files correspondence.
- Maintains files and other pertinent records.
- Processes paperwork for accounts payable.
- Processes paperwork for purchasing materials.
- Relieves Manager of minor administrative details.
- Coordinates office operations with other activities and units of the county.
- Compiles technical data for use in an activity's operation.
- May serve as an office manager ensuring the efficient operation of the office.
- Creates and monitors files.
- Assists in creation and monitoring of waiting lists.
- Assists with administrative tasks.
- May perform tasks delegated by supervisor which may require discretion and judgment.
- May complete special assignments and special projects with little or no supervision, such as procedural guides within the division.
- Researches and develops material for the supervisor's use.
- Plans, initiates and carries to completion clerical, secretarial and administrative activities.
- 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 one (1) year of Office Specialist I work experience with Volusia County; OR Graduation from high school or possession of a GED, plus four (4) years of progressively responsible secretarial/administrative assistant work. Two (2) years of post-high school education can be substituted for two (2) years of the required experience.
The preferred candidate, having met the minimum requirements, will have at least three (3) years of experience in customer service working in a fast-paced office environment and be proficient in Microsoft Word and Excel. Basic knowledge of Federal, State or local social service grant programs is also preferred.
Knowledge, Skills & Abilities
- Knowledge of modern office practices and procedures.
- Knowledge of division programs.
- Knowledge of the principles of management and their application to the administration of governmental affairs.
- Knowledge of research techniques.
- May require knowledge of basic accounting principles and procedures.
- Knowledge of business English and basic math.
- Able to exercise judgment and discretion in applying and interpreting policies and procedures.
- Able to carry out complex oral and written instructions.
- Able to use judgment and discretion in the execution of duties.
- Able to establish and maintain effective working relationships with other employees and the general public.
- Able to initiate and install administrative programs and procedures and to evaluate their effectiveness.
- Able to work under stressful conditions.
- Able to interact effectively with others.
- Must be able to relocate to other county locations based upon operational needs.
ADA REQUIREMENTS:
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 lbs.
Environmental Demands: Inside work.
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.
Office Specialist II (264402118)
Volusia County School District -
De Land, FL
