Office Support Specialist

Office of the City Solicitor

Office Support Specialist 

Posting Expires: Open Until Filled

Salary Range: $45,000 - $48,000/annually 

 

General Description and Classification Standards 

Provides technology and communications support to the office operations of an assigned department. Duties and responsibilities include, but are not limited to: fulfilling secretarial, clerical and administrative obligations; preparing documents using software applications; addressing the needs of visitors and incoming information requests by phone, email and in person; ensuring files are properly archived, transferred and cross-referenced. 

Supervision Received 

Works under very general supervision. May work independently or with other workers with responsibility for completion of assigned tasks. 

Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned.

Responds orally and in writing to general inquiries based on knowledge of previous situations and knowledge of agency programs, policies and procedures. Responds to requests for information or questions from other employees by personal contact, phone or email. Types and/or prepares reports using specialized software programs. Assembles and sends application materials, attachments and other forms based on standard agency procedures. Verifies and/or corrects data in order to maintain accurate records and mailing lists. Maintains administrative or fiscal data and assists in preparing reports. Sorts and distributes incoming mail and collects and prepares outgoing mail. Maintains adequate inventory of office supplies and forms required for agency operation. 

Decision Making 

Uses independent judgment in routine situations. 

Leadership Provided 

Assists in the training of new office support staff. 

Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

Knowledge of record keeping systems in order to maintain administrative and fiscal data and to prepare reports. Skill in communicating and interacting with and working constructively with clients and other employees. Ability to operate a variety of office machines and equipment and maintain confidentiality of non-public information according to laws, rules and policies. 

Minimum Qualifications - Education and Experience

High school diploma or General Equivalency Diploma (GED). 

1-3 years' of progressively responsible clerical experience required; or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities for this job.

Preferred Education & Experience 

Associate's degree or two-year equivalent in secretarial science, business/public administration or related field and 3-5 years' of clerical or records management experience preferred. 

Licensures and Certifications 

None required. 

Essential Capabilities and Work Environment 

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.