Office Specialist II

DEFINITION Under general supervision, provides a variety of routine to difficult clerical and operational support to various City services and programs, which may include customer service, utilization of computer software, computation and reconciliation, record keeping, filing; contributes to continuous service improvement efforts; and performs related duties as assigned. CLASS CHARACTERISTICS Office Specialist II is the journey-level class in the Office Specialist series, characterized by responsibility for an end product of work, by independent application of knowledge of computerized office methods and procedures. Positions in this class are characterized by a thorough understanding of accepted office practices and departmental activities, and are fully competent to independently perform a variety of office and financial support duties. Work is performed under guidelines from which to make decisions and with availability of supervision in non routine circumstances. Specific duties, including the amount of keyboarding, data entry, review and reconciling of data, review and correction of documents, and use of on line or personal computers vary with organizational unit assignment. Assignments entail some phases of a program, or an activity that supports internal operations or direct customer service. This class is distinguished from Office Specialist III and Accounting Office Specialist III, which are the working lead and/or technical specialist levels of the series. Duties assigned to this classification are performed on the basis of the following principles: Service focus should be on results that add value to customers; decision-making is delegated to the closest feasible level to the customer; regulatory and control functions are continuously reviewed with suggestions for improvement as appropriate. All activities are expected to be continuously improved over time...

A TYPICAL WAY OF GAINING THE KNOWLEDGE AND SKILLS OUTLINED ABOVE IS: Minimum Qualifications: Equivalent to graduation from high school and 2 years of office support experience. Desirable Qualifications: College level courses in general business subjects such as business practices, customer service, bookkeeping and accounting are desirable.

Note: The level and scope of the knowledges and skills listed below are related to job duties as defined under Class Characteristics. Knowledge of: 1. Office practices and procedures, business letter writing, standard format for typed materials, design of filing systems and the operation of standard office equipment; 2. Basic arithmetic, bookkeeping, automated accounting systems, accounting principles and practices; banking procedures; ten-key, calculator, and spreadsheet formulas and their use in the assigned accounting function; 3. Correct English usage, including spelling, grammar and punctuation; 4. Policies and procedures related to the department to which assigned; 5. Citywide personnel, payroll and payment policies and procedures; 6. Word processing, database, and spreadsheet software and the use of personal computing equipment; and 7. Basic business and accounting controls, business ethics, and data review and reconciliation techniques. Skill in: 1. Performing detailed computational and communications work accurately; 2. Planning, organizing, and maintaining office files; 3. Composing routine correspondence from templates or brief instructions, taking summary notes and transcribing longhand notes at meetings; 4. Effectively and tactfully soliciting information from the public and responding to their need for information providing assistance and documenting results; 5. Effectively identifying and solving work-related problems, improving processes and procedures and documenting results; 6. Making accurate arithmetic calculations, reconciling and analyzing results; 7. Communicating effectively, both verbally and in writing; 8. Using initiative and sound independent judgment within established guidelines; 9. Prioritizing work and coordinating several activities; 10. Establishing and maintaining productive working relationships with those contacted in the course of the work; 11. Understanding and carrying out oral and written directions; 12. Keyboarding accurately at a rate of 40 net words per minute from printed copy; and 13. Ten key by touch depending on job assignment.