OFFICE SERVICES SPECIALIST 11025

11/1/91 F

This is the third class in the Office Services series that provides program and operational support to a total organization unit. Performs office work in manual or automated mode that emphasizes production, control, general office and administrative support individually or in combination. The work may involve some routine office financial and administrative responsibilities. The work includes frequent public contact which requires decisions based on interpretation and judgment of guidelines and instructions, and a specialized knowledge of office equipment capabilities and operations. This class is distinguished from the Office Services Assistant class by the independent performance of complex and varied clerical support duties. It is distinguished from the Office Services Supervisor class by the latter's responsibility to provide formal supervision to support staff.

Complexity of Work: Performs work of considerable difficulty that may be specialized or varied in nature with discretion and selectivity required. Operations may be performed in both manual and automated modes requiring making choices in procedures as inputs may occasionally be random or unpredictable. Production keyboarding as part of a work center or in isolated support of a unit or program in addition to processing larger volumes of normal routine administrative work may also require processing considerable amounts of complex technical reports, manuscripts, mathematical, scientific, medical, and legal documents. Specialized keyboarding requires programming of formats, establishing and maintaining magnetic media files, generating documents from stored data by inserting variables and manipulating texts, instructing users, and coordinating user requirements. Manipulation of computer data bases to store, retrieve, compile, or analyze data information using commercial software to support office program requirements is evident in most operations. Preparation of special reports, tabulations, logs, library and reference source searches may also be required in support of office program activities. Some knowledge of laws, rules, and regulations is needed to process complex certificates, applications, eligibility determinations that result from public contact station work. Requirements for gathering budget data, assisting in routine personnel and financial transactions keeping non-complex personnel and fiscal records, and processing routine purchases of books, supplies, equipment, services, in support of office activities may be a delegated responsibility. May be responsible for establishing and managing the maintenance of small-scale office file systems or performing more complex research in filing or similar activity as part of a large scale production or control operation. Prepares and sends correspondence and form letters on general matters where instructions are explicit and precedence is followed. May also receive and distribute office mail. Edits and proofreads materials for correct spelling and grammatical form. May function as lead worker in an organization's switchboard unit.

Supervision Given: Supervision is not a factor; however, positions may function as a lead worker in a production control center, switchboard operation, or in an office work group.

Supervision Received: General supervision is received from higher levels in the office administrative series or direct from the office or activity manager. Work is performed with latitude for interpreting and applying guidelines, except for new or unusual circumstances that require detailed supervisory guidance.

Scope: Work affects the accuracy and reliability of other processes or services.

Impact of Actions: Accuracy and completeness of work is essential. Errors can adversely impact on the reliability of the operation, may inconvenience the public, and downgrade unit effectiveness.

Personal Contacts: Frequent internal and external contact with the public, with vendors regarding delegated purchasing responsibilities, with professionals to resolve production and control requirements, and with other units, departments, or agencies for the exchange of information.

Knowledge: Considerable knowledge of office practices, procedures, and office equipment. Working knowledge of applicable laws, rules, and regulations pertaining to the supported activity; of a variety of manual and automated filing systems; of standard English grammar, punctuation, and usage; of basic computational arithmetic to include fractions, decimals, and percentages; of switchboard operations and of the services provided by the agency.

Skills: Considerable skill in the operation of automated office equipment.

Abilities: Demonstrated ability to interpret and follow oral and written rules and regulations; to maintain harmonious working and public relations; to learn new practices, procedures, and equipment operations; to collect, assemble, and process information; to organize work and make independent work processing decisions; and to respond to multiple telephone lines.

QUALIFICATIONS GUIDE*

Licenses or Certification: None.

Education or Training: High school graduation or equivalent.

Level and Type of Experience: Clerical experience involving the performance of various office services support or telephone operator duties.

An equivalent combination of training and experience indicating possession of the preceding knowledge, skills and abilities may substitute for this education and experience.

This class was revised by a Classification Review/Specification Update team to include positions in the Switchboard Operator A and B classes, effective November 1, 1991.