Office Specialist II - Community Assistance

The County of Volusia is seeking an Office Specialist II for the Community Assistance division. This position is located in Deland, Florida. This position will be responsible for advanced clerical work coordinating various staff support/clerical operations or functioning in a specialized technical staff capacity. Work is performed without direct, daily supervision with a high degree of accuracy. The candidate must have general knowledge of administrative assistant responsibilities, as well as be self-motivated with great communications skills (both written and oral), as well as strong organizational, customer service, and time management skills. 

This position will be working with the Community Assistance Division and encounter heavy face-to-face and over the phone customer traffic on a daily basis. Other duties for this position will include but are not limited to scheduling appointments; working with Microsoft Word and Excel; processing and reconciling monthly payments; and working with time and attendance and database management software.

• May perform all duties of Office Specialist I class.
• Provides secretarial support.  
• Schedules appointments.
• Gives basic and technical information on grant programs and processes to callers.
• Screens telephone calls for Community Assistance division.
• Reads and routes incoming mail.
• Locates and attaches appropriate files to correspondence to be answered.
• Files correspondence.
• Maintains files and other pertinent records.
• Processes paperwork for accounts payable.
• Processes paperwork for purchasing materials.
• Relieves managers of minor administrative duties by assisting with administrative tasks.
• Coordinates office operations with other activities and units of the county.
• Compiles technical data for use in an activity's operation.
• Creates and monitors files.
• Assists in creation and monitoring of waiting lists, pre-screens and other initial eligibility for grant programs.
• May perform tasks delegated by supervisor which may require discretion and judgment.
• May complete special assignments and special projects with little or no supervision.
• Researches and develops material for the supervisor's use.

• Plans, initiates and carries to completion clerical and administrative activities.
• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

Graduation from high school or possession of a GED and four (4) years of progressively responsible secretarial/administrative assistant work. Two (2) years of post-high school education can be substituted for two (2) years of the required experience. 

A comparable amount of education, training, or experience may be substituted for the minimum experience.  

Must possess and maintain a valid driver's license at time of hire. 

Must possess a valid Florida driver’s license within 30 days of hire and maintain thereafter. 

• Knowledge of modern office practices and procedures.

• Knowledge of division programs.

• Knowledge of research techniques.

• Knowledge of business English and basic math.

• Knowledge of basic accounting principles and procedures.

• Ability to exercise judgment and discretion in applying and interpreting policies and procedures.

• Ability to carry out complex oral and written instructions.

• Ability to use judgment and discretion in the execution of duties.

• Ability to establish and maintain effective working relationships with other employees, community partners, and the general public.

• Ability to initiate and install administrative programs and procedures and to evaluate their effectiveness.

• Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.

• Ability to respond to emergency situations.

• Ability to communicate effectively both orally and in writing.

• Ability to work under stressful conditions.

• Ability to interact effectively with others.

• Must be able to relocate to other county locations based upon operational needs.

Mental Demands: Ability to read and comprehend instructions. Ability to communicate effectively. Ability to construct compound, complex sentences and paragraphs. Ability to perform basic mathematical computations (addition, subtraction, multiplication, division.) Ability to analyze data and develop a conclusion. Ability to express ideas and relay information.

Physical Demands: Ability to lift, carry, push and/or pull 10 pounds. Ability to see, hear and speak; finger dexterity. Visual acuity (peripheral vision and depth perception) necessary to operate a motorized vehicle.

Environmental Demands: Inside work.