Job Details

Office Specialist

The Town of Minden is seeking an individual to join their team in the role of Office Specialist to serve as a friendly face to represent the Town to residents and customers. In addition to providing high-level customer service, the Office Specialist also plays an important part in ensuring that Town office operations run smoothly through the prompt and efficient completion of various clerical and office support duties. If you are someone who works well in a busy office setting, knows the importance of doing your part to help the team, and enjoys being a resource to meet customer needs, the Office Specialist with the Town of Minden could be a great fit for you. Position requires work on holidays or weekends as needed for special events. Primary objectives performs intermediate work performing a wide variety of difficult, technical, complex or specialized office support to various County and related local government offices; performs related tasks as apparent or assigned. Supervision exercised none.

Primary Duties and Responsibilities

Assists general public, customers and staff in person, over telephone and by email; answers inquiries, receives and attempts to resolve complaints, explains policies, procedures and proper use/completion of department forms. Performs difficult, complex technical and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the department to which assigned. Manages databases and/or spreadsheet files and to develop special report formats. Researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations. Conducts specific projects related to the department or office to which assigned; may obtain and/or provide information from other organizations, summarize such information and prepare recommendations. Provides information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures. Organizes, maintains and purges various departmental files. Prepares and composes correspondence, reports, forms, contracts and specialized documents; may provide secretarial support on a relief basis. Proofreads and checks materials for accuracy, completeness, and compliance with departmental policies and regulations. Enters and retrieves data and prepares reports using a variety of software programs; reviews such reports for accuracy and makes corrections as required; operates standard office equipment. Oversees and personally performs a variety of office administrative details such as preparing purchase requisitions, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date. May receive and post payments, prepare deposits, and total accounts to ledgers or computer-based spreadsheets/databases; may reconcile bank statements. Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a team. Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call; provides information which requires the use of judgment and interpretation of policies, rules and procedures. May train and direct the work of temporary staff for special projects or programs. Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public. Contributes effectively to the accomplishment of team or work unit goals, objectives, and activities.

Minimum Qualifications/Certifications & Licenses

Minimum qualifications: High School diploma or GED and two (2) years of experience with providing administrative support to an office setting; OR an equivalent combination of education, training and experience. Certifications/licenses: None.

Working Conditions/Acknowledgements

Working conditions the characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. This work is sedentary and requires little exertion of force. Work frequently requires sitting, speaking or hearing, using hands, reaching with hands and arms and repetitive motions; occasionally requires standing, walking and climbing or balancing. Work has standard vision requirements; vocal communication is required for expressing ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels. Work requires preparing and analyzing written or computer data and observing general surroundings and activities. Work is generally in a quiet location (e.g. library, private offices). Work has no exposure to adverse environmental conditions. Acknowledgements continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation. Employment is contingent upon successful completion of background/screening. Douglas County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant's Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made. This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions expected of the incumbent. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Incumbent may be asked to perform other duties as required.