CITY OF OLYMPIA
DATE PREPARED JOB CODE
5/90 140
CLASS SPECIFICATION OFFICE SPECIALIST III SALARY RANGE FLSA STATUS REVISED POSITION DESCRIPTION Function: Under general supervision, performs a variety of moderately difficult to complex 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 or other administrative procedures. Series Concept: Office Specialist III (OSIII) is the highest level classification of the Office Specialist series, which includes: Office Specialist I (OSI), Office Specialist II (OSII) and Office Specialist III. Positions allocated to the Office Specialist III classification are distinguished from positions at the Office Specialist II level by providing lead direction to other clerical staff and/or independently performing specialized program duties. The classification is expected to perform a varied range of clerical and specialized activities of a moderately difficult to complex nature; work from general directions within a broad scope; and exercise independent judgment and initiative when performing duties that measurably impact program success. Examples of Duties: Duties vary by assignment. Responsible for a wide variety of difficult, complex, and routine clerical and/or administrative support duties. Type forms, memoranda, correspondence and reports on typewriter or word processing equipment from handwritten drafts, typewritten copy or machine dictation in a manner equal to the City's professional standards. Duplicate and distribute materials; maintain files and schedules; and pull files. Coordinate preparation of staff reports. Log and distribute documents; research and compile data; and maintain books and manuals. Process and tracks payroll information. Screen and route mail and prepare outgoing items for mailing. Enter data on computer; edit computer records; and maintain database files. Monitor assigned budgets; prepare purchase orders; track accounting data in computerized systems. Order and maintain office supplies. Answer telephone including multi-line systems; and route calls; accurately record messages and ensure appropriate staff receive messages. Provide lead direction to other clerical support staff; coordinate work flow, set deadlines, monitor project status, review completed assignments, and delegate tasks; and/or independently perform one or more program-specific duties of considerable impact or visibility such as: coordinating City auction; scheduling building inspections and processing inspection forms; maintaining, documenting and archiving legal files; monitoring court docket and preparing required materials as directed; or logging and monitoring police referrals. Contacts: Office Specialists III have daily contact with other Department/Division staff to exchange information, provide advice, and coordinate program work efforts. OSIII's have frequent contact with the general public; responding to questions and providing information pertaining to procedures and services in a clear, concise and professional manner is central to position success. Supervision: May act as lead to other clerical staff on a regular or project basis. Accountability: Office Specialist's III are accountable for the timely completion of assigned duties with minimal supervision and performing work with accuracy. 044 COVERED
5/2003
OFFICE SPECIALIST III PAGE 2 Working Conditions: Office Specialist's III work in an office environment where noise, frequent interruptions and lack of space may be present. Duties may require sitting for long periods of time. QUALIFICATION GUIDELINES Knowledge/Skills and Abilities: Knowledge of general office practices and procedures. Knowledge of correct punctuation, spelling, grammar, and word usage. Knowledge of the procedures and services of the assigned work unit. Skill in operating word processing equipment and/or a computer terminal. Skill in operating a variety of office machines. Skill in performing basic arithmetical calculations. Ability to type rapidly and accurately. Ability to alphabetize and file material with speed and accuracy. Ability to follow verbal and/or written instructions. Ability to plan, coordinate, and monitor activities and projects. Ability to set priorities and meet strict deadlines. Ability to exercise independent judgment. Ability to maintain attention to numerous individuals or detailed information for prolonged periods of time. Ability to present a positive, professional image to the general public and other City Departments. Ability to communicate with co-workers, other City staff, and the general public in a clear, concise manner. Ability to work cooperatively with others as a member of a service oriented team. Experience/Education: Two years increasingly responsible work experience as an Office Specialist or equivalent required. College-level course work in clerical practices and procedures is desirable, and may substitute on a month-formonth basis for up to one year of the required experience. Special Requirements: Some positions may require the ability to rapidly and accurately record and transcribe dictation or meeting proceedings. A valid Washington State Driver's License may be required.