Purpose

Minimum Qualifications

Job Description

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Performs a wide variety of keyboard tasks from rough drafts, notes and oral instructions (i.e.,
reports, schedules, manuals, booklets, requisitions, purchase orders, accounts payable and
receivable).

Utilizes technical and specialized department terminology in the preparation of a variety of forms
and letters using modern computer equipment and word processing software.
Functions as department receptionist; receives and screens calls and visitors; directs to appropriate
entities.

Secures details of specialized information, coordinating office work and providing information
regarding services and operations of the assigned department or work unit.

Maintains department/division filing system (i.e., sorting, grading, verifying, filing, and/or
retrieving department office documentation).

Researches, compiles and assembles a wide variety of information to be used by others; compares
data and information as directed.

May attend meetings and conferences; takes and transcribes minutes and makes necessary
distributions.

Assists in the preparation and maintenance of department records and may process time records;
establishes new and specialized files according to prescribed methods.

Keeps appointment calendar and schedules appointments and meetings.

Maintains department supply inventory and orders supplies as needed; receives various payments
of fees and forwards to cashiers for processing; deals with department-related vendors regarding
purchasing and inventory.

Enters a variety of routine, technical, and specialized data into department computer system.

Prepares, sorts, prioritizes and distributes all incoming and outgoing mail.

Operates a variety of modern office equipment (i.e., facsimile machines, typewriters, computer
terminals, copy machines, radios).

MARGINAL FUNCTIONS
Performs other related duties as required.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to calculate, compute, summate, and/or tabulate data
and/or information. Includes the ability to perform subsequent actions in relation to these
computational operations.

Human Interaction: Requires the ability to apply principles of persuasion and/or influence.
Requires the ability provide guidance, assistance, and/or interpretation to others on how to apply
procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate,
maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in
performing essential functions.City of Daytona Beach ? Office Specialist II (General Nonbargaining)
Verbal Aptitude: Requires the ability to utilize a wide variety of descriptive data and
information, such as department reports, records, operating manuals, files, purchase orders, and
invoices.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication,
and division; ability to calculate decimals and percentages.

Functional Reasoning: Requires ability to carry out instructions furnished in written, oral, or
diagrammatic form. Involves semi-routine standardized work with some latitude for independent
judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity
required in situations involving evaluation of information against measurable or verifiable
criteria.

ADA COMPLIANCE

Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light
work, but which may involve some lifting, carrying, pushing and/or pulling of objects and
materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a
keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds. Some
tasks require visual perception and discrimination. Some tasks require oral communications
ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse
environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes,
temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic
agents, violence, disease, or pathogenic substances.

PERFORMANCE INDICATORS
The work performance of non-supervisory personnel of the City of Daytona Beach
is routinely evaluated according to the performance criteria outlined herein:

Knowledge of Job: Has working knowledge of the methods, procedures, and policies of the City
of Daytona as such pertain to the performance of the essential duties of an Office Specialist II
(General Nonbargaining). Has considerable knowledge of principles and practices of providing
moderately complex and specialized administrative support in a modern office environment. Has
considerable knowledge of the laws, ordinances, standards, and regulations pertaining to the
essential duties and responsibilities of the position. Has considerable knowledge of the
organization of the department, and of related departments and agencies. Clearly understands the
occupational hazards and safety precautions required to perform the essential functions of the work. Has considerable knowledge of terminology and related professional languages used within the department as such pertain to work responsibilities. Knows how to maintain cooperative and effective relationships with intra- and interdepartmental personnel, as well as any external entities with which position interacts.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities.
Exercises immediate remedial action to correct any quality deficiencies that occur in areas of
responsibility. Maintains high quality communication and interaction with internal and external
entities with whom the position interacts.

Quantity of Work: Performs described essential functions and related assignments efficiently
and effectively in order to produce quantity of work which consistently meets established
standards and expectations.

Dependability: Assumes responsibility for completing assigned work. Completes assigned work
within deadlines in accordance with directives, policy, standards, and prescribed procedures.
Maintains accountability for assigned responsibilities in the technical, human, and conceptual
areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures
regarding absenteeism and tardiness. Provides adequate notice to upper management with
respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant, and self-starting approach to
meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and
initiates proper and acceptable action for the completion of work with a minimum of supervision
and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or
situations as they occur and specifies decision objectives. Identifies or assists in identifying
alternative solutions to issues or situations. Implements decisions in accordance with prescribed
and effective policies and procedures and with a minimum of errors. Seeks expert or
experienced advice where appropriate and researches issues, situations, and alternatives before
exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and
objectives of same. Questions such instruction and direction when clarification of results or
consequences is justified (i.e., poor communications, variance with established policies or
procedures, etc.). Offers suggestions and recommendations to encourage and improve
cooperation intra- and inter-departmentally.

Relationships with Others: Shares knowledge with managers, supervisors, and co-workers for
mutual benefit. Contributes to maintaining high morale among all employees. Develops and
maintains cooperative and courteous relationships inter- and intra-departmentally, and with
external entities with whom the position interacts. Tactfully and effectively handles requests,
suggestions, and complaints in order to establish and maintain goodwill. Emphasizes the
importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the
completion of work in accordance with sound time-management methodology. Avoids
duplication of effort. Estimates expected time of completion of work elements and establishes a
personal schedule accordingly. Attends required meetings, planning sessions and discussions on
time. Implements work activity in accordance with priorities and estimated schedules.
Safety and Housekeeping: Adheres to all established safety and housekeeping standards.
Ensures such standards are not violated.

The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the
Americans with Disabilities Act, the City of Daytona Beach will provide reasonable
accommodations to qualified individuals with disabilities and encourages both prospective and
current employees to discuss potential accommodations with the employer.