Office Specialist III

Purpose

The purpose of this classification, under direction, is to perform highly responsible, complex and diversified advanced administrative support work for the Redevelopment department. Employees in this classification possess advanced secretarial and clerical support skills, and can respond to and resolving issues, concerns, and inquiries concerning department functions. Position functions with considerable independence and has a high degree of latitude in determining work priorities and sequencing tasks. Performs related work as required.

Education, Training and Experience

Associate’s degree with course work emphasis in advanced modern office support functions; supplemented by three (3) or more years previous experience and/or training that includes advanced secretarial duties and responsible administrative support work. Must be proficient Microsoft Office products such as Word, Excel and Outlook and be able to learn a variety of other software.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Performs a wide variety of keyboard tasks from rough drafts, notes and oral instructions (i.e., reports, schedules, memos, requisitions, purchase orders).

Utilizes technical and specialized department terminology in the preparation of a variety of forms and letters.

Responds to inquiries, issues, and concerns regarding department functions; personally resolves or directs to appropriate entities.

Secures details of specialized information, coordinating office work and office activities and providing information regarding services and operations of the department.

Establishes and maintains department filing system as well as taking care of records retention for department files (i.e., securing, protecting, sorting, verifying, filing, and/or retrieving department office documentation).

Researches, compiles and assembles a wide variety of information to be used personally and by others; compares data and information for the purpose of incorporating results into various tasks under charge; performs special projects as requested.

Assists in the data entry, preparation and maintenance of department budget.

Maintain the appointment calendar and schedules appointments and meetings as needed.

Maintains department supply inventory; orders supplies as needed.

Enters a variety of technical, complex and specialized data into department computer systems.

Prepares, sorts, prioritizes and distributes all incoming and outgoing mail.

Operates a variety of modern office equipment (i.e., facsimile machines, typewriters, computer terminals, copy machines).

Attends meetings and conferences; takes and transcribes minutes and makes necessary distributions.

Maintains time and attendance records and may prepare payroll for the supervisor’s signature.

Assists in setting up meetings for Advisory Boards under the department's authority, that includes working after regular work hours.

MARGINAL FUNCTIONS

Performs other related duties as required.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to apply principles of persuasion and/or influence. Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply to procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate and control the actions of equipment, machinery, tools and/or materials requiring complex and rapid adjustments.

Verbal Aptitude: Requires the ability to utilize a wide variety of descriptive data and information, such as department reports, records, operating manuals, files, purchase orders, and invoices.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division, ability to calculate decimals and percentages.

Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds. Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed in an office environment.

PERFORMANCE INDICATORS

The work performance of non-supervisory personnel of the City of Daytona Beach is routinely evaluated according to the performance criteria outlined herein:

Knowledge of Job: Has working knowledge of the methods, procedures, and policies of the City of Daytona as such pertain to the performance of the essential duties of an Office Specialist III. Has thorough knowledge of principles and practices of performing complex advanced secretarial work, and highly responsible administrative support functions in a modern office environment. Has thorough knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position. Has thorough knowledge of the organization of the department, and of related departments and agencies. Clearly understands the occupational hazards and safety precautions required to perform the essential functions of the work. Has thorough knowledge of terminology and related professional languages used within the department as such pertain to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel, as well as any external entities with which position interacts.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work: Performs described essential functions and related assignments efficiently and effectively to produce quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards, and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human, and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to upper management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations, and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified (i.e., poor communications, variance with established policies or procedures, etc.). Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.

Relationships with Others: Shares knowledge with managers, supervisors, and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions, and complaints to establish and maintain goodwill. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.

The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Exempt: No