CITY OF OLYMPIA
DATE PREPARED JOB CODE
1/85 150
CLASS SPECIFICATION OFFICE SPECIALIST II SALARY RANGE FLSA STATUS REVISED 040 COVERED
5/2003
POSITION DESCRIPTION Function: Under general supervision, performs a variety of moderately difficult 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: Office Specialist II is the mid-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 II classification are distinguished by the complexity of work assigned, expectation to work from general direction, and the ability to exercise independent judgement when performing clearly prescribed duties. Examples of Duties: (Duties vary by assignment.) Responsible for a wide variety of routine and moderately complex clerical and/or administrative support duties. Answer telephone, including multi-line systems; route calls; accurately record messages; and ensure appropriate staff receive messages. Respond to questions and complaints concerning the City's policies, programs, and/or procedures. Greet and assist the public at a front counter and/or general reception area. Accept forms and prepare customer receipts. Type forms, memoranda, correspondence, and reports from handwritten drafts, typewritten copy or machine dictation in a manner equal to the City's professional standards. Duplicate and distribute various printed materials. Create, maintain, and pull files and schedules. Log and distribute documents; compile data and maintain books and manuals. Open, sort and route mail, and prepare outgoing items for mailing, including bulk mailings. Enter data on computer, edit computer records, and maintain database files. Maintain basic accounting records, such as monitoring a budget line item. Prepare purchase orders. Order and maintain office supplies. May record and prepare meeting minutes. Some assignments may be exclusively to provide word processing support. Contacts: Office Specialists II have daily contact with Department or Division staff for the purpose of informationsharing and gathering and coordination of work effort. Frequent contacts with the general public are for the purpose of information-sharing and/or problem resolution. Some contacts with the general public may be difficult and require the employee to explain the City's policies and procedures with tact, clarity, and professionalism. Supervision: None. May assist in the training of other, less experienced, employees. Accountability: Office Specialists II are accountable for the timely completion, accuracy, and quality of assigned tasks. Working Conditions: Office Specialists II work in an office which may be moderately noisy; subject to frequent work interruptions; and may require sitting and data entry/word processing for extended periods of time.
OFFICE SPECIALIST II PAGE 2 QUALIFICATION GUIDELINES Knowledge/Skills/Abilities: • Knowledge of general office practices and procedures. • Knowledge of correct punctuation, spelling, grammar and word usage. • General knowledge of the procedures and services of the assigned work unit. • Ability to type with speed and accuracy. • Ability to operate word-processing equipment and/or a computer terminal. • Ability to perform basic arithmetical calculations. • 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 work independently from general instructions. • Ability to communicate in a clear/concise manner. • Ability to present a positive image of City services to the public. • Ability to concentrate and maintain attention to detailed information for prolonged periods of time. • Ability to work cooperatively with others as a member of a service oriented team. Experience/Education: One year experience as Office Specialist I or equivalent required. Special Requirements: Valid Washington State Driver's License may be required.