Office Specialist 3

GENERAL STATEMENT OF DUTIES
Performs administrative support activities of a complex or technical clerical nature, which requires advanced skills, independent judgment and discretion; acts as lead worker of a specific clerical function overseeing the work of others; and performs other related duties as assigned.

SUPERVISION RECEIVED
Works under the general supervision of a supervisor/manager or professional employee, who assigns work, establishes goals, and reviews results obtained for compliance with department and program policies, procedures, and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, exercises lead direction over other clerical or office staff.

General
Respond to clerical and/or technical support needs of the department; coordinates and communicates with management to ensure consistency of administrative support and activities. Performs research and composes reports on a variety of technical and/or administrative issues. Maintains department administrative, personnel, policies and procedures, and contract files.

• Manage special projects assigned including statistical analysis, business analysis, and technology research as needed.
• Create reports, written communications, and departmental correspondence, assist in writing and editing formal and information department documentation.
• Schedule meetings and coordinate staff events; represent IT on committees as assigned.
• Function as a general resource for staff and IT business customers. Research, explain, and apply county and departmental policies and procedures.
• Keep IT Department Intranet website information/documentation current.
• Submit and monitor facility work orders for the Department.
• Create staff requests for building and location access.
• Maintain MFC’s and order supplies for the IT Department as needed.

Financial
Processes accounts payable for the IT Department. Provide financial reports and quarterly Verizon Cell Phone reports to departments and assist with budget preparation and Capital Improvement Project processing and tracking as requested.

Purchasing
Process countywide purchase orders for IT equipment. Research and answer questions about completed purchases. Process monthly JEs for departments.

Human Resources Department Representative
Oversee employee recruitment, onboarding, and offboarding processes for the department. Process personnel records and time reporting for the IT Department, coordinates recruitment activities (paperwork, interview panels, assessment processes) for the hiring of new employees; process CJIS requirements, submit access requests both initial and temporary badges, provide department orientation to new employees, and update employee contact lists as needed (follow onboard process for details).

Other Job Duties
Provide other administrative, confidential, and support duties as required.

EXPERIENCE AND TRAINING

1. Graduation from high school, or equivalent; AND
2. Two years of general office experience; including one year of experience utilizing a variety of computer software programs; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

ADDITIONAL REQUIREMENTS

• The finalist for this position will be required to pass a criminal history background check, however conviction of a crime may not necessarily disqualify an individual for this position.
• This is a full-time position, which is eligible for overtime.
• This position is represented by a union.
• Typical work schedule:  Monday - Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department.

KNOWLEDGE, SKILLS, AND ABILITIES
Considerable knowledge of accepted modern office practices, procedures and techniques; English composition, spelling, and grammar; arithmetic, clerical/accounting principles and processes; Some knowledge of techniques of supervision and training; concepts and techniques of prioritizing/organizing work; applicable program policies and procedures and/or rules, regulations and statutes depending upon assignment of duties and responsibilities.  Substantial skill and ability to independently, accurately and effectively perform assigned tasks and duties following established procedures and program policies; meet and assist the public, staff, clients, and other personnel of other businesses in a courteous, professional manner; comprehend and adhere to stated oral and written instructions, communications and procedures; apply principles, policies and procedures to specific work assignments; provide training to others; give and prioritize work assignments.

PHYSICAL REQUIREMENTS
Sits; moves about the work area; bends forward; reaches overhead; lifts, pushes, and pulls up to 50 lbs.; carries up to 20 lbs.; moves carts weighing up to 50 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; distinguishes colors and shades; sees using depth perception; and hears a normal level of speech.