Job Description

POSITION: Office Support Specialist 3

LOCATION: Miami, FL

DEPARTMENT: PHCD

PAY RATE: $17 per hour + health benefits.

MINIMUM QUALIFICATIONS:

High school diploma or GED.

Two years of advanced clerical experience to include one year using personal computer software are required.

Must take and pass a typing skills test with a score of 40 net WPM.

Photo identification is required to take the typing skills test.

NATURE OF WORK:

This is supervisory clerical work or independent clerical work of comparable responsibility requiring skilled typing.

Employees in this class supervise the work of a moderate sized staff engaged in varied clerical duties of a complex nature or perform independent work of a comparable level of difficulty.

Primary responsibilities typically include planning, assigning, and reviewing work of a subordinate staff performing clerical duties requiring knowledge of established procedures and regulations for a specific county operation.

Some employees in this class serve in a secretarial capacity to an executive where skill in stenography is not essential, requiring considerable knowledge of departmental organization, programs, policies, and regulations. Incumbents are frequently required to keep informed on changes in basic laws and related regulations pertaining to the work and to train subordinates accordingly.

General supervision is received from an executive or other supervisor who assists with unusual and difficult problems.

ILLUSTRATIVE TASKS:

Serves as secretary to an executive official; receives, screens, and routes incoming mail; receives and answers inquiries of office visitors; composes correspondence from brief oral instruction; compiles data for departmental budget, making arithmetical calculations and typing appropriate supporting documents; immediately supervises and trains a small clerical staff assisting with duties of the executive’s office.

Plans, assigns, and supervises work of a clerical staff engaged in a large volume of hospital personnel record work, including processing documents for new employees, assembling information and typing various personnel actions according to current regulations, maintaining detailed position control of budgeted positions, processing separations and related work; rotates employees between various assignments; spot checks completed personnel actions and other work for accuracy; coordinates work with central personnel department. Plans, assigns, and supervises work of a sizeable group of clerk typists engaged in issuing tags and effecting title changes and registrations for vehicles and boats; supervises a small, related staff who receives and disposes of inquiries and maintains record files; disposes of complaints from the public; trains seasonal employees in heavy workload periods; prepares required workload reports.

Supervises work of a moderate sized group of subordinate office support specialists responsible for a large volume of hospital timekeeping work for a wide variety of positions; supervises the review of division time cards, current maintenance of time and leave cards, preparation of merit increase schedules and personnel reports such as overtime and service award lists; advises subordinates on new and revised time and leave regulations.

Serves in charge of indexing and recording of official County Commission minutes; reads details of Commission agenda and reports of action recorded in official minutes and condenses for incorporation into index records; codes all items using judgment in assigning type and number of appropriate reference codes; supervises a small clerical staff engaged in typing action items on all appropriate pages of the official index record; replies to a heavy volume and wide variety of inquiries from county departments, the public, Commissioners, and their secretaries and others relating to various official Commission action in previous years; obtains reference information for Commissioners during meetings.

Assists the Administrative Officer in a tax assessor activity with a variety of general administrative duties; assembles data for annual budget preparation; initiates requests for supplies, equipment and services; prepares personnel actions and maintains leave records for departmental employees; bills various municipalities and receives payments for deed transfers; supervises clerical assistants as assigned. Performs related work as required.

KNOWLEDGE, ABILITIES AND SKILLS:

Considerable knowledge of the clerical procedures used in office management. Considerable knowledge of the specific governmental operation to which assigned, including its policies, procedures, organization, work flow, regulations, and recordkeeping.

Considerable knowledge of secretarial procedures including correspondence preparation, filing systems, office machine operation, business English, and commercial arithmetic.

Ability to plan, assign, and coordinate the work of moderate sized clerical staff in a manner conducive to full performance and high morale.

Ability to develop and maintain cooperative and effective relationships with all individuals contacted.

Ability to use good judgment in the application of various procedures and regulations pertinent to the area of assignment.

Ability to search for and compile data from files and other sources applicable to the topic of concern.

Ability to express ideas clearly and to communicate effectively, orally and in writing.

Ability to operate both manual and electric typewriters at an accurate