Office Specialist II - Library Support Center

Major Functions

The County of Volusia is seeking an Office Specialist II for the Library Support Center. Duties include managing incoming calls to the Library Support Center, monitoring and disseminating incoming emails to VCPL Info email account, scans and maintains online files, files documents in personnel field files. This position will assist the Library Director and Assistant Director with clerical activities, schedule meetings, as necessary for the Library Director and the Assistant Director, maintain the Library Division Emergency Assignment/Contact List, and prepare reports as directed. In addition, this position will assist with poster printing on the large format printers for branch programming and will be cross-trained to cover in branches as necessary due to staff shortages as needed.

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.)

Depending on assignment:

• May perform all duties of Office Specialist I.
• Provides advanced clerical, secretarial, and/or receptionist support to a large activity or division. Schedules appointments. Provides information to callers. Screens telephone calls for supervisor. Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered. Files correspondence. Maintains files and other pertinent records.
• Arranges travel schedules and reservations. Processes paperwork for accounts payable. Processes paperwork for purchasing materials.
• Relieves the division director of minor administrative details.
• Types technical material requiring specialized knowledge of the operations of an assigned division/activity.
• Prepares, checks, studies, edits, evaluates, or reviews detailed comprehensive and complex reports.
• Coordinates office operations with other activities and units of the county.
• Compiles technical data for use in a division’s operation.
• May serve as an office manager which includes supervising subordinates, temporary staff, student interns, and ensuring the efficient operation of the office.
• Assists in preparing and monitoring annual budget(s).
• Performs tasks delegated by supervisor which may require discretion and judgement.
• May complete special assignments and special projects with little supervision, such as procedural guides within the division.
• Researches and develops material for supervisor's use.
• Plans, initiates, and carries to completion clerical, secretarial and administrative activities.
• May be assigned to other county locations based upon operational needs.
• Attends work on a continuous and regular basis.
• Responds to emergency situations.
• Must adhere to Federal, State, County and Local ordinances.
• 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.

May be required to demonstrate keyboarding skills.

Note: Depending on assignment, may be required to possess and maintain a Florida driver’s license.

Knowledge, Skills & Abilities

• Knowledge of modern office practices and procedures.
• Knowledge of division or department programs.
• Knowledge of the overall function and responsibilities and services rendered by the division/activity to which assigned.
• 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.
• Ability to exercise judgement and discretion in applying and interpreting policies and procedures.
• Ability to supervise effectively.
• Ability to coordinate the work of a moderately sized clerical staff.
• Ability to carry out complex oral and written instructions.
• Ability to use own judgement and discretion in the execution of duties.
• Ability to establish and maintain effective working relationships with other employees and the general public.
• Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness.

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.

• Medical
• Dental
• Vision
• Flexible Spending Account

HOLIDAYS
The County of Volusia observes the following holidays annually:

• New Year's Day
• Martin Luther King Day
• Good Friday
• Memorial Day
• Independence Day
• Labor Day
• Veterans Day
• Thanksgiving (and day after)
• Christmas

• Tuition Reimbursement
• Onsite Wellness/Fitness Center
• Computer Purchase Program
• Direct Deposit Payroll

Temporary and intermittent employees are not paid for holidays and are not eligible for benefits.