What are the responsibilities and job description for the Office Specialist position at ADVANCED RESOURCES LLC?
Job Description
Job Description
Benefits :
Competitive salary
Flexible schedule
Opportunity for advancement
Position Overview :
The Public Works Department is seeking a highly organized and detail-oriented individual to fill the position of Office Specialist II within the Operations division. This is a temporary full-time (40 hours per week) position for a duration of 4 to 6 months. The ideal candidate will provide essential administrative support and customer service to ensure the efficient operation of the unit.
Responsibilities / Duties :
Depending on the assignment area, responsibilities may include but are not limited to :
Act as the first point of contact for the public, answering high volumes of phone calls, scheduling appointments, and responding to inquiries with a clear understanding of policies and procedures.
Maintain radio communication with field personnel, ensuring smooth operations and communication flow.
Type forms, reports, schedules, correspondence, charts, contracts, and other documents as required.
Handle confidential and privileged information with discretion and accuracy, ensuring proper filing and maintenance of records.
Proofread documents for accuracy in spelling, grammar, and formatting.
Operate modern office equipment and computer applications for recordkeeping, communications, and data entry.
Maintain, organize, and retrieve records from established filing systems, developing new systems as necessary.
Compile data for reports and perform basic calculations as required.
Maintain and update logs, lists, ledgers, and other tracking systems.
Track office supplies, maintain inventory, and submit requisitions as necessary.
Prepare periodic payroll reports by tracking staff attendance and absences.
Transcribe dictated correspondence and other materials using modern office technology.
Receive, sort, and distribute incoming mail; process outgoing mail.
Manage calendars, appointments, and meetings for staff, including equipment and room reservations.
Perform additional related administrative duties as assigned.
Qualifications :
Experience : Experience performing varied journey-level clerical work is required.
Skills :
Bi-lingual (Spanish) preferred, but not required.
Knowledge of modern office procedures and equipment.
Proficient in personal computer hardware and software, including word processing, spreadsheet, and database programs.
Knowledge of English usage, grammar, spelling, punctuation, and basic math.
Familiarity with recordkeeping methods.
Abilities :
Keyboard at a corrected speed of 40 words per minute from clear copy.
Learn and operate a computer terminal and associated software.
Accurately transcribe recorded information.
Communicate effectively by phone and in person with the public and staff.
Handle multiple priorities, maintain confidentiality, and meet strict deadlines.
Work independently and follow detailed oral and written instructions.
Maintain professionalism, courtesy, and composure in stressful situations.
Establish and maintain positive working relationships with various stakeholders.
Business Hours :
Monday - Thursday : 7 : 00 AM to 4 : 00 PM
Friday : 7 : 00 AM to 3 : 00 PM
Assignment Duration :
4 to 6 months (maximum)
Target Start Date : As soon as possible
Work Schedule :
Flexible within business hours with a 30-minute lunch break.
Interview Process :
The interview process will include an onsite, 20-minute interview.
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