Office Specialist
Office Specialist
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Job Description
DISTINGUISHING FEATURES OF THE CLASS:
The incumbent in this class performs complex office and clerical functions. The incumbent is required to work with and process a variety of different computer and software programs and applications. Responsibilities include recording editing storing revising statistical accounting and a variety of other forms of data as well as developing maintaining and filing of reports records and billing information. Duties may involve state and federal reporting and record keeping responsibilities billing public contract and/or work of a confidential nature. Detailed instructions are provided for new or difficult assignments. The duties are performed under general supervision with the work reviewed by immediate observation cross checking periodic or spot checks or by another step in a clerical process. Supervisors are available for consultation on new of difficult assignments. Does related work are .
TYPICAL WORK ACTIVITIES: Illustrative only
Types sorts processes and files correspondence reports memoranda forms payrolls and related materials bills invoices vouchers records etc.;
Incumbent is responsible for maintaining and invoicing billing and payment records for state and federal aid and grant programs;
Prepares for copy office documents both from draft and independently which include but are not limited to letters reports memoranda contracts vouchers forms reports and related material;
Operates various office equipment to include computers scanners fax machine internet etc.; Research and utilize internet sites forms and materials relative to the functions duties and responsibilities of the department assigned to;
Answers telephone coordinates office functions maintains calendar for supervisor and office deadlines takes messages;
Receives sorts and processes mail;
Orders inventories and issues supplies;
Maintains and organizes office folders and data;
Receives greets and provides information and assistance to the general public;
Works independently to increase office effectiveness.
FULL PERFORMANCE KNOWLEDGE SKILLS ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of office terminology procedures and equipment; thorough knowledge of basic arithmetic and English; thorough knowledge in the use of computers; ability to interface with use and research from internet resources and related internet applications; ability to produce accurate copy of office documents; ability to work and positively interact with multicultural communities and backgrounds; ability to understand andfollow oral and written directions; ability to establish and maintain good working relationships with others; ability to type a minimum of thirtyfive 35 words per minute on a computer keyboard; tact and courtesy; dependability.
MINIMUM QUALIFICATIONS:
A Graduation from a regionally accredited of NYS registered college or university with an
Associate Degree in secretarial science business or a closely related field; OR
B Graduation from high school or possession of a high school equivalency diploma and
three 3 years of experience as an office secretary in a moderate to large size business or educational institution.
SPECIAL REQUIRMENT: All candidates who pass the written exam must also pass a typing/keyboarding performance test at 35 wpm.
Additional Requirements:
- Applicants must be appointed based on eligilbity list from Civil Service. If no list exists applicants are appointed provisionally and must pass the civil service exam when it is administered;
- Fingerprinting Clearance see additional information on our website under the Department of Human Resources
- Must comply with Civil Service Law; and
- Must be a resident of the City of Utica.
Please Note: The Utica City School District is affiliated with the City of Utica Department of Civil Service. For additional information regarding civil service please visit our website at and select Civil Service under the Department of Human Resources.
We are an Equal Opportunity Employer which fully and actively supports equal access for all regardless of Race Color Weight National Origin Ethnic Group Religion Religious Practice Disability Sexual Orientation Gender Age Veteran Status or Genetic Information.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
