Operations Support Specialist II - Traffic Operations - Baldwin County Commission

Position Description

Provides clerical assistance, data entry and answers phone calls. Assists in maintaining organized office records and documents with both computerized and hard filing systems. Assists with providing prompt response and proper management of department emails. Assists with department purchasing/payments. Treats the public in a courteous, prompt and professional manner.

Successful applicants must pass a criminal background check and will be subject to a pre-employment physical.

Essential Job Functions

Reception and Referral

• Greet visitors to the office; refer them to whom they need to see and make them comfortable if they must wait.
• Answer incoming calls in a professional manner and transfer them to the proper office.
• Take written telephone messages when people are out of the office.
• Provide whatever information is available to general inquiries.
• Prepare and manage work orders.
• Refer work orders promptly to the appropriate personnel.

Typing and Stenographic

• Type letters, bids, contracts, and other memoranda as necessary.
• Ensure work orders are promptly entered into data base.
• Ensure that all activity sheets and project data are promptly entered into data base.
• Ensure that purchase orders and invoices are filled out, coded and processed correctly.

Records Management

• File all pertinent correspondence to the County Engineer’s office on a daily basis.
• File all internal memoranda such as personnel reviews, petitions, policies, etc.
• Retrieve materials from files upon request.
• Maintain hard filing system and computerized filing system in an organized manner.
• Have the ability to manage, run reports and retrieve data from MUNIS project management and Executime personnel management programs.
• Ensure that work crews are provided proper project numbers and activity codes for the work they are performing.
• Ensure that equipment maintenance records are properly recorded and filed.

Education and Experience

• Have a valid driver’s license and be insurable by the County’s insurance standards.

Other Characteristics

• Willing to work overtime when necessary.
• Ability to work under stress of recurring deadlines.

Knowledge, Skills, and Abilities

• Knowledge of basic high school mathematics.
• A good working knowledge of general office practices and procedures.
• Familiar with computers and various software programs.
• Skills to communicate effectively with office staff, supervisors, and general public.
• Skills to read and understand printed reports.
• Knowledge of filing procedures.
• Knowledge of office machinery operations.
• Ability to establish and maintain effective working relationships with supervisors, co-workers, and the general public.
• Skills to post journals neatly and legibly.
• Ability to operate work processing equipment and data entry.

Physical Characteristics

• See well enough to read, etc.
• Hear well enough to talk on telephone.
• Speak well enough to discuss projects, etc. with supervisors, co-workers, the general public and Engineers.

Baldwin County Commission and Baldwin County Sheriff’s Office does not discriminate on the basis of race, color, national origin, sex, religion, age, marital status, disability, citizenship or veteran status in employment. It is the intent of the Baldwin County Commission and Baldwin County Sheriff’s Office to guarantee equal opportunity to allow disabled employees a bias-free work environment. Baldwin County Commission and Baldwin County Sheriff’s Office, upon request, will provide reasonable accommodation in compliance with the ADA. Recruitment and selection processes will grant equal opportunity for employment to qualified applicants and will not discriminate on the basis of disability. Reasonable accommodation will be provided upon request during the application, testing, and interview process.