Office Specialist II

Job Description:

Work in this class is distinguished from the Office Specialist I level by either supervisory responsibility or the complexity of management support for a large unit overseeing a complex operation or engaged in a highly complex function or automated system where the consequence of error jeopardizes departmental resources. Work may entail oversight of a special program or policy revision coordination. The work involves serving as secretary to an administrative or management position, which may entail oversight for a specific County program(s) or board(s), but whose essential function is in support of department operations and acting as principal office assistant to the unit with responsibility for the provision of office support services to the unit and its staff; in addition, positions normally supervise the work of two or more lower level clerical staff in the unit. The work requires training and prior experience in office clerical work. May process payroll for a department. The work is performed under general supervision of an administrator for a unit or department. 

Essential Job Functions

Supervises staff engaged in lower level office clerical work: assigns and reviews work, and takes actions to adjust work, staffing and operations to meet requirements; trains staff in new procedures. May participate in and initiate actions regarding hiring, transfer, promotion, payroll, leaves, performance and other personnel actions.

Oversees special programs which may include volunteers.

Serves as recording secretary. 

May be responsible for preparing and submitting grant applications, including the compilation of required reports and statistics.

Requires specialized knowledge such as knowledge of zoning ordinance, legal or land use.

Coordinates and prepares budget for a division or unit; may do cost estimates for materials and supplies.

Coordinates multiple functions often of a technical or technology related nature in support of a large department or affecting overall County operations.

Maintains critical/confidential records and uses discretion in controlling access to and release of information.

Manages supervisor's schedule and maintains supervisor's calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.

May make public appearances or provide education to the public at forums/institutions.

Files legal documents with various courts.

May initiate launch of website and subsequently maintain its contents.

Composes correspondence, memoranda and reports in response to recurring inquiries and as deems appropriate.

Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files, records, programs and compiles data for supervisor's review; prepares memos, notes and reports for supervisor.

Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized.

Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.                                                                                                    

Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notifies parties of changes in procedures or requirements, instructs others in procedures and in other ways ensure that the data is accurate and acceptable for use; maintains databases and data files containing such data, manages information and generates reports.

Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.

Researches files pertaining to inquiries, records, programs and compiles data for legal review.

Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.

Assists with overseeing discrepancies, conflicts or disputes with work performed by contractors.

Receives, screens, and refers telephone calls; queries callers and