Travis County Texas OFFICE SPECIALIST in Austin, Texas

Job Summary

Under moderate supervision, performs moderately complex clerical and administrative support tasks involving some independent judgment. Performs a variety of administrative, technical or analytical work of a specialized nature in furtherance of department mission. Performs research and analysis. Performs general office functions. Provides direction and information to the public on department and County procedures, regulations and policies. Maintains document, file, and record retrieval systems. Performs various tasks supporting the operation and maintenance of the County Clerk's active court case file library. Coordinates circulation of onsite records to department staff, court staff, and the general public. Retrieves file folders as requested via docket sheets, email, and in-person requests. Refiles folders and checks shelves for misfiles. Uses workstation barcode scanners to check case files in and out of the onsite library's mobile shelving unit. Monitors and updates folder circulation information through the GAIN tracking system. Files legal documents into case file folders, prepares files for offsite storage, and ensures that customers follow established procedures when retrieving and returning case files. Enters performance measures into computerized system for accurate tracking of production information. Please note: This is a 2-Year Special Project Office Specialist position.

Distinguishing Characteristics:

This is the second in a series of three general clerical-related job classifications within the Administrative Support job family. This classification is distinguished from the Office Assistant in that work requires specialized functional knowledge with independent decision-making within established limits. This classification is distinguished from the Office Specialist Senior in that incumbents typically have less experience, specialized knowledge and responsibility. Duties and Responsibilities

  • Performs various tasks supporting the operation and maintenance of the County Clerk's active court case file library. Coordinates circulation of onsite records to department staff, court staff, and the general public. Retrieves file folders as requested via docket sheets, email, and in-person requests. Refiles folders and checks shelves for misfiles. Uses workstation barcode scanners to check case files in and out of the onsite library's mobile shelving unit. Monitors and updates folder circulation information through the GAIN tracking system. Files legal documents into case file folders, prepares files for offsite storage, and ensures that customers follow established procedures when retrieving and returning case files. Enters performance measures into computerized system for accurate tracking of production information.
  • Acts as a primary counter contact for the County Clerk's Courthouse public research area. Provides instruction on the use of research materials and databases, microfilm machines, copiers, and other equipment. Researches operational databases and electronic files to efficiently and effectively respond to customer requests received via phone, email, and in person. Answers general questions about the department, its functions, its activities, and its interrelationships with other County departments and outside agencies. Refers customers as appropriate. Coordinates the retrieval of requested offsite records for customer review, and follows up with customers regarding request status. Prepares regular, certified, or exemplified copies for customers upon request. Operates cash register and provides change. Receives cash and checks, verifies that amount received is correct, and issues receipts. Generates daily register reports.
  • Applies functional knowledge to analyze and respond to matters requiring basic knowledge of department policies and procedures. Performs research and analysis in furtherance of program and department goals. Gathers information and statistical data. Creates databases and generates reports using spreadsheets, databases, and word processing and presentation software.
  • Performs general office functions. Writes and prepares correspondence. Performs and conducts research and interpretation of data. Proofs documents and performs quality control reviews. Opens and distributes incoming mail, prepares mail outs, and maintains mailing lists. Maintains office schedules and appointments. Makes copies, does filing and sends faxes. Performs data entry on a regular basis. Schedules meetings, conferences and facilities. May assist with department personnel functions. Performs general office activities, such as ensuring facility availability, opening and closing doors, assisting in administrative staff support. Participates in complex/technical administrative projects with staff as directed. Assists with specialized or difficult work activities of subordinates or other staff members, such as mileage and travel/training requests and submittals. Responds to technical administrative questions, and ensures necessary follow-up.
  • Performs receptionist duties, answers telephone, directs calls, office errands and takes and relays accurate messages. Logs phone calls and visitors. Greets and receives the public. Answers general questions about the department, its functions and activities, and its interrelationships with County departments and outside agencies. Refers individuals to appropriate persons, departments, or agencies.
  • Provides direction and information to the public on department and County procedures, regulations and policies. Records transactions and maintains manual and computerized journal entries. Processes financial reports, including receipts, claims, and disbursements. Receives, posts and issues receipts for fee payments or other charges and submits monies and pertinent information to appropriate departments.
  • Maintains effective document, file, and record retrieval systems. Maintains accountability for paper and electronic files. Creates, compiles, retrieves and disseminates information using computer and paper files. May be responsible for record storage. May maintain records and files for microfilming. May be responsible for scanning documents and managing indexed files. May serve as timekeeper.
  • May translate for Spanish speaking clients. Serves as a notary public. Orders and purchases office supplies.
  • Performs other job-related duties as assigned. Minimum Requirements

Education and Experience:

High School diploma or G.E.D. AND three (3) years of responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements: None required.

Knowledge, Skills, and Abilities:

Knowledge of:

  • Modern office/clerical practices, procedures, and methods.
  • Policies, practices, procedures and terminology of assigned function.
  • File management and techniques.
  • Principles and procedures of record keeping.
  • Customer service etiquette.
  • Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
  • Business English, spelling and arithmetic, letter writing, grammar and punctuation and report, preparation. Skill in:

  • Conducting research and presenting information.

  • Processing financial reports, including receipts, claims, disbursements, travel, purchasing and mileage submittals.
  • Performing cashier duties, such as receiving cash, issuing and posting receipts for fee payments or other charges.
  • Operating a variety of modern office equipment, including a computer.
  • Both verbal and written communication. Ability to:

  • Compile data and write clear and comprehensive reports.

  • Understand and carry out verbal and written directions.
  • Perform multitasking.
  • Create effective filing systems, and retrieve and disseminate information.
  • Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public. Work Environment & Other Information

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination, and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.

Work Hours: 8:00 AM to 5:00 PM; Monday through Friday Please note: This is a 2-Year Special Project Office Specialist position.

Department: County Clerk

Location: 1000 Guadalupe St., Austin

Criminal Background Check Required.

Salary: $13.59 - $16.65 Hourly

Location: Austin, TX

Job Type: Full Time

Department: County Clerk

Job Number: 18-04385

Closing: 5/31/2018 11:59 PM Central

Agency: Travis County

Address: 700 Lavaca Street, Suite 420 Austin, Texas, 78701

Phone: 512-854-9165

Website: http://www.traviscountyjobs.org