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Human Resources Division
115 South Andrews Avenue, Room 508
Fort Lauderdale, Florida 33301


Class Code:W0136

OFFICE SUPPORT SPECIALIST

SUMMARY:   Under general supervision, performs a variety of specialized office support work involving the use of a personal computer, a variety of software applications, and other office equipment.

 

DISTINGUISHING CHARACTERISTICS:   This classification is distinguished from an Office Support Clerk by the ability to work independently with limited supervision, and advanced level of work assignments.  

 

TASKS :

·         Interacts with public, County staff, or vendors in order to obtain goods/services, assist them in using agency or postal delivery services, equipment, programs, and/or facilities, collect fees, answer questions, identify their service needs or locate missing materials.

·         Prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public.

·         Processes requests for agency materials/information received by phone, fax, email, or in person in order to provide patrons with requested materials/information.

·         Files a variety of correspondence, documents, requests received, and other forms/materials in order to provide documentation of activities and comply with agency/State records management, and agency operating policies and procedures.

·         Maintains adequate amounts of a variety of supplies, materials and equipment in order to ensure availability of items needed for efficient operation.

·         Reviews time cards, leave requests, and related documents in order to ensure employees are paid correctly and leave balances are accurate.

·         Sets up a variety of manual and/or electronic files in order to facilitate case or work management and tracking and facilitate storage and retrieval of information.

·         Distributes paychecks to employees in order to ensure each employee receives his/her pay check.

·         Sorts mail ( U.S., foreign and interoffice) in order to determine which mail processor to use and/or direct it to the appropriate division/person.

·         Proofreads printouts, summary reports, or on screen data in order to identify data entry errors.

·         Opens files for new cases in order to facilitate case management and tracking.

·          Retrieves information/summary reports from a variety of databases/spreadsheets in order to facilitate data/trend analysis, and/or provide data/information to staff, County officials, and/or the public .

·         Performs related work as required.


KNOWLEDGE, ABILITIES AND SKILLS – REQUIRED AT TIME OF HIRE :  (Applicants are expected to possess the required Knowledges, Abilities, and/or Skills listed below prior to being hired for positions in this job class.)

·         Knowledge of procedures for operating various office equipment, including personal computers.

·         Knowledge of standard formats used for a variety of correspondence, notices, schedules, and related materials.

·         Knowledge of English spelling and grammar.

·         Ability to operate a personal computer to prepare a variety of correspondence, notices, schedules, and related materials and/or record hearings using a variety of software/applications.

·         Ability to perform basic mathematical calculations involving addition, subtraction, multiplication and/or division.

·         Ability to read names, account numbers, amounts and related information on a variety of documents.

·         Ability to sort/file materials alphabetically, chronologically, and numerically.

·         Ability to keyboard.

·         Ability to prioritize work activities.

·         Ability to work effectively in high stress situations.

·         Ability to operate a variety of standard office equipment.

·         Ability to use a variety of office software applications, including browsers, word processing, database, spreadsheet, and/or presentation applications to prepare a variety of documents, forms, and/or related materials.

·         Ability to compose letters, memos, and related documents covering a variety of routine work related topics.

  • Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, age, gender, ethnicity, disability, sexual orientation, marital status or political affiliation.

·         Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County = s Ethics and Conflict of Interest policies.

·         Skill in entering data into computer with less than 5% error rate.

 

KNOWLEDGE, ABILITIES AND SKILLS – NOT REQUIRED AT TIME OF HIRE BUT EXPECTED TO BE DEVELOPED ON THE JOB:   (The following Knowledges, Abilities, and/or Skills listed below, although considered to be necessary in order to perform the work of this job title, are not required at time of hire .)

·         Knowledge of the general operating policies and procedures of the assigned agency.

·         Knowledge of types and locations of various materials and services within the assigned agency or facility.  


 

·         Knowledge of policies and procedures for processing incoming/outgoing inter-office mail.

·         Knowledge of established customer service policies, procedures, and techniques.

·         Knowledge of procedures for ordering supplies, equipment, and materials.

·         Ability to understand, follow, and explain a variety of County/agency policies and procedures.

·         Ability to explain/demonstrate procedures for performing a variety of work activities.

·         Ability to learn/perform a variety of work activities in assigned agency.

·         Ability to operate a multi-line phone console.

·         Ability to develop/revise operating procedures for a variety of policies.

·         Skill in verifying that a variety of forms/documents received have necessary information in appropriate locations with less than 5% error rate.

·         Skill in entering daily, weekly and monthly totals into log sheets or computer program with no errors.

 

REQUIRED TRAINING AND EXPERIENCE:     

Successful completion of job related tests.  Two (2) years of general office support work desired.

GENERAL INFORMATION:

Bargaining Unit:            White Collar                              

FLSA Status:                Non-Exempt

Class Spec Established/Revised: 06/2004 03/2012 


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