CITY OF OLYMPIA
DATE PREPARED JOB CODE
1/85 160
CLASS SPECIFICATION OFFICE SPECIALIST I SALARY RANGE FLSA STATUS REVISED POSITION DESCRIPTION Function: Under direct supervision, performs a variety of routine clerical tasks for assigned program area. Essential Function: The information contained in this classification specification is a representative sample of essential and other functions performed in this classification. Specific essential functions are identified for position recruitment and other administrative procedures. Series Concept: The Office Specialist I is the entry-level classification of the Office Specialist series, which includes: Office Specialist I, Office Specialist II, and Office Specialist III classifications. Positions allocated to the Office Specialist I classification are distinguished by the level of supervision received, level of complexity and breadth of tasks, and the routine nature of the work performed. Examples of Duties: (Duties vary by assignment.) Responsible for a variety of routine clerical tasks for assigned program area. Answer telephone, including multi-line systems; route calls; accurately record messages and ensure appropriate staff receive messages. Respond to questions concerning programs and/or City services with tact and courtesy. Refer complex or difficult questions to other staff members. Type forms, labels and memoranda equal to the City's professional standards. Responsible for filing and purging various records. Maintain necessary office supplies; may order some supplies. Operate various types of photocopying equipment. Enter data on computer. Accept forms and write receipts for money received from customers. Act as backup for staff providing services to customers at the front counter and/or main reception area. Contacts: Office Specialists I have daily contact with other Department and/or Division staff for the purpose of information-sharing, receiving assignments, and coordination of effort. Frequent contacts with the public are generally for the purpose of providing information and/or assisting in problem resolution. Some contacts may be stressful and will require tact and resourcefulness to explain City policies and procedures. Supervision: None. Accountability: Office Specialists I are accountable for the timely completion, quality, and accuracy of assigned tasks. Working Conditions: Office Specialists I work in an office which may be moderately noisy; subject to frequent work interruptions; and may require sitting and data entry for extended periods of time. 036 COVERED
5/2003
OFFICE SPECIALIST I PAGE 2
QUALIFICATION GUIDELINES Knowledge/Skills/Abilities: • Knowledge of general office practices and procedures. • Knowledge of correct punctuation, spelling, grammar, and word usage. • Ability to perform simple arithmetical calculations. • Ability to type with accuracy. • Ability to alphabetize and file material with speed and accuracy. • Ability to operate a variety of office machines. • Ability to follow verbal and/or written instructions. • Ability to communicate in a clear and concise manner. • Ability to present a positive image of City services to the public. • Ability to work cooperatively with others as a member of a service oriented team. Experience/Education: Related office experience or training preferred. Demonstrated ability to learn the operation of word processing equipment and/or a computer terminal is a condition of continued employment.