monterey peninsula water management district
Senior Office Specialist
Class
specifications are intended to present a descriptive list of the range of
duties performed by employees in the class. Specifications are not intended to reflect all
duties performed within the job.
definition
To perform a wide variety of responsible advanced and specialized clerical, secretarial and administrative work in support of District-wide programs and activities; and to interface with managers and staff of each division to plan, coordinate, and schedule the flow of support services work.
distinguishing characteristics
This is the advanced journey level class in the Office Specialist series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Employees perform the most difficult and responsible types of duties assigned to classes within this series including direct supervision of lower level staff and interfacing with managers and staff of each District division to plan the flow of work to meet deadlines and requirements. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
supervision received and exercised
Receives direction from higher level management staff.
Exercises direct supervision over lower level clerical staff.
ESSENTIAL
AND MARGINAL FUNCTION STATEMENTS
The following duties are typical for positions in this classification. Any single position may not perform all of these duties and/or may perform similar related duties not listed here:
1. Plan, prioritize, assign, supervise, review and participate in the work of staff responsible for providing District-wide support services.
2. Establish schedules and methods for providing support services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
3. Verify the work of assigned employees for accuracy, proper work methods, techniques and compliance with applicable standards and specifications.
4. Answer and route incoming calls; arrange meetings and coordinate schedules; prepare confidential correspondence, reports, and memorandum; attend meetings; independently respond to questions and requests.
5. Perform word processing and computer work including letters, documents, spreadsheets, database operations and graphics; send and receive E-mail messages.
6. Proofread technical documents and correspondence and check for grammar, syntax, spelling and clarity.
7. Oversee advanced level copy projects; participate in all activities as needed to meet deadlines; bind and distribute documents.
8. Perform mail and postage duties; collect District mail from the Post Office; open and deliver all District mail; prepare letters and packages for mailing.
9. Send press releases to local media and other documents as required using appropriate methods.
10. Perform accounts receivable duties; prepare checks for deposit and deliver to the bank; oversee petty cash fund and access to safe and supplies; accept monies and issue receipts; maintain records of payroll related information and ensure proper reporting of time worked and absences.
11. File letters and documents; create new files and rearrange existing files; retrieve old files and maintain file archives.
12. Produce Board packet; collect and organize reports from all staff members; proofread and edit documents; coordinate or conduct high volume copying, binding and distribution.
13. Maintain inventory records on office equipment and supplies; place purchase and equipment orders as needed.
14. Oversee service contractors providing maintenance and repair of office equipment.
15. Interface and coordinate with staff and managers of each division to receive and schedule work projects to meet their deadlines.
16. Perform a variety of duties related to the District’s alarm system including monitoring staff user alarm codes and reports submitted by the alarm company; serve as point of contact with building alarm company; assign building alarm codes for new employees; train new employees on use of building alarm system as necessary.
17. Serve as the system administrator for the District’s phone system; monitor and maintain system functionality; identify phone system problems and schedule maintenance repairs; perform system changes to phone system; prepare spreadsheets for telephone line costs as necessary.
18. Serve as back-up clerk to the Board of Directors; set up meeting room, distribute handouts and take roll; accurately record and transcribe minutes of entire meeting.
19. Serve as back-up to Information Technology Manager to replace toner cartridges and other parts in printers.
20. Run a variety of errands as necessary.
21. Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Operations, services and activities within assigned division.
Use and operation of specialized computer applications including word processing, E-mail, spreadsheet, graphics and database software applications.
Principles of supervision, training and performance evaluation.
Principles and practices of work scheduling.
Principles of business letter writing and basic report preparation.
Practices used in minute taking and preparation.
Modern office procedures, machinery and computer equipment.
Principles and procedures of record keeping and filing.
Principles and procedures of accounting including accounts receivable functions.
Basic mathematics.
Methods and techniques of customer service.
English usage, spelling, grammar and punctuation.
Ability to:
Supervise, train and evaluate assigned staff.
Plan, organize, prioritize and schedule work flow between user divisions and support services staff efficiently and effectively.
Perform responsible and difficult administrative and secretarial work involving the use of independent judgment and personal initiative.
Adapt to changing technologies and learn functionality of new equipment and systems.
Perform multiple tasks and meet critical deadlines.
Perform arithmetic calculations quickly and accurately.
Prepare clear and concise reports.
Receive, review and route incoming and outgoing correspondence.
Operate a variety of office equipment including computers and supporting word processing and spreadsheet applications.
Type at a speed necessary for successful job performance.
Independently respond to requests and inquiries from the general public.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Experience
and Training Guidelines —- Any combination of experience and training that would
likely provide the required knowledge and abilities is qualifying. A typical
way to obtain the knowledge and abilities would be:
Experience
Five years of increasingly responsible secretarial experience.
Training
Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration or a related field.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver's license.
working conditions
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environmental Conditions:
Office environment; exposure to computer screens; work closely with others and work alone.
Physical Conditions:
Essential and marginal functions may require maintaining physical condition necessary for sitting, walking standing, kneeling or bending for prolonged periods of time; operation of motorized vehicles; light lifting and carrying; moving between various offices and work stations; use of fingers and both hands; repetitive motion; speaking and hearing to exchange information.
Vision:
See in the normal visual range with or without correction; vision sufficient to read small print, computer screens and other printed documents; specific vision abilities required by this job include close and distant vision and depth perception.
Hearing:
Hear in the normal audio range with or without correction.
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