Office Specialist Senior

Under limited direction, performs advanced complex clerical and administrative work in a specific subject area. Provides advanced customer service functions and fosters positive public relations. Performs a variety of advanced administrative, analytical, or technical work of a highly specialized nature. Coordinates or performs all functions within a distinct, complex program area. Analyzes, resolves and documents difficult problems by using appropriate and defined methods.

Researches operational databases, manuals and electronic files to respond to customers and/or caller inquiries. Coordinates and completes data collection, analysis, reporting, documentation or projects. Supervises and trains clerical subordinates.

This is the third in a series of three general clerical-related job classifications within the Administrative Support job family. This classification is distinguished from the Office Specialist in that incumbents typically specialize in a division/department function and also possess broader knowledge/skills about division/department operations to allow more independence in carrying out responsibilities. This classification is distinguished in that incumbents frequently work under their own initiative in performing advanced administrative/support duties and/or providing formalized work leadership.

Frequently trains and/or supervises subordinate clerical personnel. The results of assigned projects have direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.

• Applies functional knowledge to analyze and respond to matters requiring comprehensive knowledge of department policies and procedures. Performs and conducts research and interpretation of data. Coordinates and completes data collection, analysis, reporting, documentation or projects and other duties to ensure accurate and timely processing or development of required operational needs. Researches operational databases, manuals and electronic files to respond to customers and/or caller inquiries.
  
  Compiles information in a self-reporting relational database system and generates monthly workload and performance reports.
• Coordinates or performs all functions within a distinct, complex program area easily distinguishable from other operations or involving specialized operations that are not readily integrated into other work processes within the department. Performs highly specialized duties in furtherance of department/division mission. Supervises and trains clerical subordinates. Assists in computer training of new employees and general training of volunteers. Provides assistance to others on difficult assignments.
• Analyzes, resolves and documents difficult problems by using appropriate and defined methods. Authorizes exceptions to policy within defined limits and response time subject to demand for immediate service. Reports to and advises customers, representatives of other counties, law enforcement agencies and businesses. Documents actions taken in response to all inquiries.
• Acts as primary customer contact for assigned function with outside organizations or other departments. Responds to technical computer system and/or administrative questions and ensures necessary follow up. Responds to requests in person, by mail, and by telephone, based upon the application of established rules and regulations. Provides technical advice and assistance regarding documents required for all types of transactions. Takes initial steps to resolve and/or resolves citizen complaints about division/department.
  
  Ensures departmental policies and procedures are followed and statutory requirements are met.
• Performs various tasks involving processing of forms, letters, data entry/retrieval, equipment maintenance and inventory control. Participates in complex technical administrative projects with staff as directed. Assists with specialized or difficult work activities of subordinates or other staff members. Reviews documents presented for transactions. Prepares forms and determines amount of fee by applying established rules and regulations. Collects fees and provides receipts.
  
  May perform duties of Office Specialist. May serve as timekeeper. May perform transcription duties, as required for the generation of autopsy reports and other documents.
• Prepares, processes and maintains financial transactions and documents for departmental activities, such as budget, purchasing, contracts, and other financial transactions. Maintains accounting ledgers, documents and accounts and reviews, verifies and reconciles accounting transactions.
• Designs and maintains spreadsheets to support departmental financial operations. Prepares, updates and maintains monthly financial activity reports, spreadsheets and ledgers. Maintains financial data and records.
• Responds to financial inquiries from departmental management and staff, other County fiscal representatives and the public.
• Manage time well, perform…