Office Specialist III Job at City of Margate, FL – in Margate, FL
Under general direction performs a broad range of office support functions ranging in difficulty from moderate to complex for a specific department of the city. Employees in this class generally possess extensive departmental knowledge and excellent clerical/keyboard skills. Work involves performing general secretarial duties for designated department in general and for one or more senior administrative official in particular, by relieving them of designed administrative details. Depending on the department of placement, duties may range from extensive record keeping and report maintenance tasks to heavy public contact work to accounting responsibilities. Essential Functions
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this position. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the position if the work is similar, related, or a logical assignment for this description. Other duties may be required and assigned.
Acts as secretary to one or more senior administrative officials in a particular department by performing designated administrative details.
Generates correspondence, memos, agendas, minutes, work orders, requisitions, reports, claim forms, manuals, annual budgets, and other relevant materials appropriate to assigned unit.
Maintains various activity and production records which may involve assembling reports from other sections of the department.
Processes various forms required of assigned department, i.e., personnel forms, invoices, work orders, Worker”s Compensation, purchase orders.
Compiles, prepares, and may be responsible for distributing daily/weekly/monthly/annual reports, news releases, invoices, public service announcements, and other relevant materials appropriate to assigned department.
Maintains department calendar, arranging scheduling for meetings, interviews, travel, equipment repair and service, and department functions.
Performs a variety of essential record keeping duties, and manages department record keeping and filing system.
Receives and reviews various reports, plans, and applications for the purpose of verifying accuracy, and ascertains necessary copies of pertinent documents are made.
Acts as liaison between senior management official(s) and outside agencies, gathering and relaying information as needed.
Assists other departmental employees by relaying instructions, advising on departmental policy, and requesting information as directed by supervisor.
Performs related work as required.
Performs emergency response duties as necessary.
If Assigned to the Police Department:
(Planning & Research)
Assists other departmental employees by relaying instructions, advising on departmental policy, including Commission for Florida Law Enforcement Accreditation (CFA) requirements, and requesting information as directed by supervisor.
Reviews and processes various department policies, forms, and documents for compliance with department and accreditation requirements and disseminates copies as necessary.
Creates and maintains the department”s accreditation assessment in PowerDMS, continuously monitoring CFA for updates/revisions to their manual and requirements for reaccreditation, and inputs and updates proofs for compliance as needed.
Performs customer service activities, which includes responding to in-person or telephone inquiries, greeting the public, providing information on departmental services and functions, and directing callers to appropriate personnel.
Performs payroll functions, such as preparing bi-weekly payroll, entering additional compensation slips, preparing employee action forms, maintaining timekeeping information, and processing and submitting information to the Human Resources Department.
Prepares and processes purchasing requisitions, check requests, change orders and invoices. Reconciles administrative office purchasing card transactions. Minimum Training and Experience
High school diploma or equivalent, supplemented by college level courses in advanced office support functions, or at least three (3) years full time work experience, or an equivalent combination of education, experience, and training. Must possess and demonstrate and advanced level of competency in designated P.C. software programs. Minimum Qualifications to Perform Essential Functions
0 – Physical
Requirements: Tasks involve frequent
walking, standing, bending, stooping; some lifting and carrying objects of
light to moderate weight (5-15 pounds).
Conception: Requires the ability to
compare and/or judge the readily observable, functional, or composite characteristics
(whether similar to or divergent from obvious standards) of data, people, or
Communication: Requires the ability to speak
and/or signal people to convey or exchange information. Includes giving and receiving instructions,
assignments and/or directions.
Ability: Requires the ability to read a
variety of materials relevant to government, legal, and city administration
Intelligence: Requires the ability to utilize long-range
planning principles and methods.
Requires the ability to analyze, plan, and draw valid conclusions in
program management and prioritization.
Aptitude: Must communicate efficiently
and effectively in standard English.
Must speak with poise, confidence, and voice control.
Aptitude: Requires the ability to add,
subtract, multiply and divide; calculate decimals and percentages; utilize
algebraic formulas and descriptive statistics.
Aptitude: Requires the ability to
inspect items for proper length, width and shape, and visually read various
Coordination: Requires the ability to
coordinate hands and eyes accurately in handling, sorting, and managing
paperwork and documentation.
Dexterity: Requires the ability to
utilize a variety of modern office equipment.
Must have minimal levels of eye/hand/foot coordination.
Discrimination: Requires the ability to
differentiate between colors or shades of color.
Temperament: Requires the ability to deal
with people from a variety of departments in both giving and receiving
instructions. Must be able to perform
duties when confronted with individuals acting under stress.
Communication: Requires the ability to talk
and/or hear: (talking : expressing or exchanging information by means of spoken
words: hearing: perceiving nature of sounds by ear).
Requirements: Tasks are regularly performed
without exposure to adverse environmental conditions, i.e. dirt, cold, rain,
fumes. Knowledge, Skills and Abilities
advanced office support functions.
report and record keeping principles and techniques.
filing principles and methods.
Knowledge of business
English, the application of such to a variety of formats and styles, and
editing principles and techniques.
both written and oral communications for effective expression and clarity.
performing stenographic and keyboarding tasks.
exercise sound judgment and make independent decisions in accordance with
established departmental policies and procedures.
establish and maintain effective working relationships with supervisor, support
staff and other departments position interacts with.
analyze, organize, and review work for efficient results and accuracy.
handle a multitude of diverse tasks simultaneously while maintaining an
attention to detail for the purpose of ensuring accuracy in task performance. Disclaimer
The City of Margate, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Margate will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Application Special Instructions
Company: City of Margate, FL –
Company Location: Margate, FL