Office Specialist

Job Summary

Under moderate supervision, performs moderately complex clerical and administrative support tasks that require specialized functional knowledge. The role includes conducting research and analysis, creating databases, generating reports, maintaining organized document, file, and record retrieval systems, and providing public assistance on county procedures, policies and regulations.

This position is part of the Administrative Support family and differs from the Office Assistant and Office Specialist Senior classes by requiring independent decision‑making within established limits and specialized knowledge.

• Apply functional knowledge, respond to matters involving department policies, conduct research and analyze data, and develop databases and reports using spreadsheets, databases, and office software.
• Perform general office functions, including writing and preparing correspondence, conducting quality control reviews, managing mail, scheduling meetings, and performing data entry.
• Provide receptionist services: answer phones, direct calls, greet and advise the public, and log visitors.
• Process financial reports, receipts, claims, and disbursements; post and issue receipts for fee payments.
• Maintain document, file, and record retrieval systems, including scanning, microfilming, and electronic indexing.
• Translate for Spanish‑speaking clients, act as a notary public, order office supplies, and serve as a timekeeper as needed.
• Assist subordinates with mileage, travel, and training requests; provide technical administrative support.
• Perform other related duties as assigned.

High School diploma or GED and three (3) years of responsible office/clerical experience that includes the operation of word processing, spreadsheets, databases, and other software packages.

OR an equivalent combination of education, experience, and required knowledge, skills, and abilities.

• Modern office/clerical practices, procedures, and methods.
• Policies, practices, and terminology of the assigned function.
• File management and record‑keeping techniques.
• Customer service etiquette.
• Computer equipment and office software.
• Business English, spelling, arithmetic, letter writing, and report preparation.
• Federal and state laws on confidential health information, if applicable.

• Conducting research and presenting information.
• Processing financial reports, receipts, claims, disbursements, travel, purchasing, and mileage submittals.
• Performing cashier duties, including cash handling and receipt posting.
• Operating modern office equipment, including computers.
• Verbal and written communication.

• Compile data and write clear, comprehensive reports.
• Understand and carry out verbal and written directions.
• Manage multiple tasks simultaneously.
• Establish effective filing systems and retrieve information.
• Maintain professional relationships with departments, outside agencies, and the public.

Physical requirements include the ability to lift or carry up to 20–50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination, and manual dexterity for computer and office equipment operation. The job may require sitting, standing, walking, repetitive motion, stooping, kneeling, squatting, and bending.

Employees may be assigned to business continuity efforts outside normal duties.

Work Hours:

Part‑time. Saturday–Sunday: 12:30 p.m.–10:30 p.m.; or Friday: 4:00 p.m.–9:00 p.m., Saturday: 2:30 p.m.–10:00 p.m., Sunday: 2:30 p.m.–10:00 p.m.; or Monday: 4:00 p.m.–9:00 p.m. May work some holidays, nights, and weekends.

Location:

509 W. 11th Street, Room 2.100

Department:
Pretrial Services

Background checks:
Criminal, Education, Employment.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions, and responsibilities may vary based on specific tasks assigned to the position.