Office Specialist II - Planning & Development Services

Major Functions

The County of Volusia is seeking an Office Specialist II for the Planning and Development Services division. This position is located in DeLand, Florida, and will be responsible for advanced administrative work, coordinating various staff support/clerical operations, and functioning in a specialized technical staff capacity. Work is performed with a high degree of accuracy without direct, daily supervision. This position provides staff support to the Planning and Land Development Regulation Commission and other boards, which includes attending and scheduling meetings; creating, compiling, and distributing agendas; writing or transcribing meeting minutes; and preparing public notices. This position requires candidates to have excellent communication and customer service skills and strong knowledge of Microsoft Word, Excel, and Adobe or similar software. The preferred candidate (having met the minimum requirements) will have one (1) year of experience interacting with an advisory board or commission including recording and transcribing minutes or two (2) years of experience in a government or legal office.

Illustrative Duties

(NOTE: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)

• May perform all duties of Office Specialist I.
• Coordinates office operations with other activities and departments of the county.
• Provides information to callers and schedules appointments. Screens telephone calls for supervisor. Reads and routes incoming mail and email.
• Locates and attaches appropriate files to correspondence to be answered. Files correspondence.
• Maintains files and other pertinent records in multiple public record repositories and databases.
• Combines documents from multiple sources into PDF files for reports. Compiles all reports into agenda packets and distributes them to board members, staff, and the public.
• Uploads agendas, staff reports, minutes, and other public records onto the County's website; ensures compliance with the Americans with Disabilities Act.
• Writes minutes for various public hearing boards and committees.
• Must be able to read and use maps, both online and on paper. Performs basic inquiries using the Property Appraiser's Office online maps, ArcGIS, and other mapping tools.
• Researches and develops material for supervisor's use for presentation to the public, boards and committees, and other governmental agencies.
• Drafts and proofreads legal documents using established templates such as legal ads, agreements, and ordinances.
• May complete special assignments and special projects with little supervision, such as procedural guides within the division.
• May be assigned to other county locations based on operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County, and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.
  
  

Minimum Requirements

Graduation from high school or possession of a GED and four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience. Two (2) years of post-high school education can be substituted for two (2) years of the required experience.

The preferred candidate (having met the minimum requirements) will have one (1) year of experience interacting with an advisory board or commission including recording and transcribing minutes or two (2) years of experience in a government or legal office.

NOTE: This position may be required to perform a skills assessment test.

Knowledge, Skills & Abilities

• Knowledge of modern office practices and procedures.
• Knowledge of division or department programs.
• Knowledge of the overall function, responsibilities, and services rendered by the division/activity.
• Knowledge of the principles of management and their application to the administration of governmental affairs.
• Knowledge of research techniques.
• May require knowledge of basic accounting principles and procedures.
• Knowledge of business English and basic math.
• Abilityto exercise judgment and discretion in applying and interpreting policies and procedures.
• Ability to operate and maintain specialized computer programs, databases, and audio-visual equipment.
• Abilityto create, format, and retrieve data using Microsoft Word, Excel, Adobe, and BlueBeam.
• Abilityto carry out complex oral and written instructions.
• Abilityto establish and maintain effective working relationships with other employees and the general public, and provide excellence in customer service.
• Abilityto initiate and install administrative programs and procedures and to evaluate their effectiveness.
• Abilityto communicate effectively both orally and in writing.
• Abilityto proofread and edit others' work for spelling, grammar, and formatting.
• Abilityto read and understand maps.
• Ability to work under stressful conditions and deadlines.
  
  

Ada Requirements

Physical Demands: Sedentary work.Ability to talk, hear, and see. Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer. Ability to look at a computer screen for long periods. Finger dexterity. Ability to bend, stoop, and reach. Ability to lift, push, pull, and/or carry a minimum of 10 lbs.

Environmental Demands: Inside work.

Mental Demands: Ability to read and comprehend instructions. Ability to communicate effectively. Ability to construct compound, complex sentences and paragraphs. Ability to perform basic mathematical computations (addition, subtraction, multiplication, division.) Ability to analyze data and develop a conclusion. Ability to express ideas and relay information.