Office Specialist

DISTINGUISHING FEATURES OF THE CLASS:

The incumbent in this class performs complex office and clerical functions. The incumbent is required to work with and process a variety of different computer and software programs and applications. Responsibilities include recording, editing, storing, revising statistical accounting, and a variety of other forms of data as well as developing, maintaining, and filing of reports, records and billing information. Duties may involve state and federal reporting and record keeping responsibilities, billing, public contract and/or work of a confidential nature. Detailed instructions are provided for new or difficult assignments. The duties are performed under general supervision with the work reviewed by immediate observation, cross checking, periodic or spot checks or by another step in a clerical process. Supervisors are available for consultation on new of difficult assignments. Does related work are required. 

TYPICAL WORK ACTIVITIES: (Illustrative only) 

Types, sorts, processes and files correspondence, reports, memoranda, forms, payrolls, and related materials, bills, invoices, vouchers, records, etc.; 

Incumbent is responsible for maintaining and invoicing, billing and payment records for state and federal aid and grant programs; 

Prepares for copy office documents, both from draft and independently, which include, but are not limited to letters, reports, memoranda, contracts, vouchers, forms, reports, and related material; 

Operates various office equipment to include computers, scanners, fax machine, internet, etc.; Research and utilize internet sites, forms and materials relative to the functions, duties and responsibilities of the department assigned to; 

Answers telephone, coordinates office functions, maintains calendar for supervisor and office deadlines, takes messages; 

Receives, sorts and processes mail; 

Orders inventories and issues supplies; 

Maintains and organizes office folders and data; 

Receives, greets, and provides information and assistance to the general public; 

Works independently to increase office effectiveness. 

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of basic arithmetic and English; thorough knowledge in the use of computers; ability to interface with, use and research from internet resources and related internet applications; ability to produce accurate copy of office documents; ability to work and positively interact with multicultural communities and backgrounds; ability to understand and follow oral and written directions; ability to establish and maintain good working relationships with others; ability to type a minimum of thirty-five (35) words per minute on a computer keyboard; tact and courtesy; dependability. 

MINIMUM QUALIFICATIONS: 

(A) Graduation from a regionally accredited of NYS registered college or university with an 

Associate Degree in secretarial science, business or a closely related field; OR 

(B) Graduation from high school or possession of a high school equivalency diploma and 

three (3) years of experience as an office secretary in a moderate to large size business or educational institution. 

SPECIAL REQUIRMENT: All candidates who pass the written exam must also pass a typing/keyboarding performance test at 35 wpm. 

We are an Equal Opportunity Employer which fully and actively supports equal access for all regardless of Race, Color, Weight, National Origin, Ethnic Group, Religion, Religious Practice, Disability, Sexual Orientation, Gender, Age, Veteran Status or Genetic Information.