Department Specialist II
Performs administrative work in support of the processing functions of the department or division. Performs customer service duties including the receipt and review of forms and applications, research and response to process and program-related questions, and entry and maintenance of related data.
The following statements are illustrative of the duties and responsibilities of the job. The organization retains the right to modify or change the duties and responsibilities of the job at any time.
Knowledge, Skills, & Abilities:
- Receives general supervision from management, professional, or administrative supervisor.
- Exercises no supervision.
- Perform customer service duties for the department on a regular basis; interpret County/departmental polices, rules, and regulations in response to inquiries; conduct necessary research; route inquiries appropriately for more complex matters and interpretation issues.
- Accept and process plans, specifications, forms, reports, legal documents, applications, or similar materials in accordance with legal and procedural requirements; ensure information is complete and in accordance with legal and procedural requirements; approve or deny services based on documentation and program requirements.
- Receive telephone calls and determine which calls can be handled personally and which should be referred; respond to a variety of informational and situational requests frequently requiring additional research.
- Compose and prepare replies to a wide variety of communications when information is factual in nature or involves matters of established policies, procedures, or standard practices; prepare original correspondence in response to customer and agency inquiries.
- Enter data into and maintain computer systems or databases; proof data entry and correct errors; run standard and ad hoc reports as required; may act as computer liaison with other agencies and departments.
- Establish and maintain office filing systems, files, and records. Assemble information upon request; develop and maintain related forms and documents.
- Schedule work orders, service calls, and other activities for departmental employees. Maintain activity and work logs. May dispatch other employees on a regular or emergency basis.
- Calculate, collect, and process application, service, filing, and work order fees. Maintain records and reconcile related accounts.
- Administer non-complex administrative programs for the department. Act as main informational contact. Ensure appropriate procedures are followed. Make adjustments to procedures as required and reviewed by supervisor.
- Perform secretarial type duties as required including reception, typing, filing, mail processing, and similar type work.
- Assist with training and work monitoring of new hires, temporary workers, and other department/division administrative employees.
- Perform other duties as appropriate or necessary for performance of the job.
- Communicate clearly and concisely, both verbally and in writing.
- Read and comprehend department and County rules, regulations, policies, and standard operating procedures.
- Interpret and apply a variety of organizational policies and procedures.
- Perform duties independently without close supervision.
- Provide professional customer service to clients and public.
- Maintain sensitive and confidential information.
- Follow written and verbal instructions.
- Organize material and present information clearly and concisely in verbal and written form.
- Perform typing functions within required words per minute.
- Operation of standard office equipment including fax machines, copiers, and computers.
- Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, and databases.
- Modern office practices and procedures.
- Accounting calculations including interest, percentage, decimals, and fractions.
- English language, proper grammar, punctuation, and spelling.
- Current business letter writing techniques and methods.
- Department and County rules, regulations, policies, procedures, and standard operation procedures.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- High School diploma or GED required supplemented by additional secretarial or office administration coursework.
- One to two years as a Department Specialist I, or three to four years of experience in a directly related clerical or secretarial field or in the performance of similar duties and responsibilities.