Position Description

This position announcement will be used to fill a full-time, permanent Office Support Specialist vacancy in the Facilities Division of the Department of Central Services with Anne Arundel County.

This is advanced level office support work requiring special skills and knowledge in a specific program area. Personal contacts are with county managers, employees, the general public, other municipal or private sector agencies for the purpose of receiving and exchanging information, explaining procedures to facilitate a process, provide a service, or resolve operating problems.

NATURE AND VARIETY OF WORK

Work involves serving as the primary office support employee for an organizational unit, with responsibility for coordinating varied and extensive office support work for a designated area or function such as finance, procurement, facilities management, planning, recreation, public safety, etc.

The employee plans and carries out tasks independently, determining the sequence of work, obtaining necessary data or information, and selecting appropriate methods and procedures to accomplish work. Problems encountered in carrying out assignments are resolved in accordance with office policies and accepted practices. Guidelines consist of County Code and/or legislation, administrative procedures, and written or verbal instructions from the supervisor. The employee must exercise independent judgment in locating, selecting, and applying the appropriate law, rule, regulation, or procedures to a specific situation. The work consists of a variety of administrative processes and methods, including the use of office automation systems and computer applications to produce correspondence, reports, and other documents in a variety of formats. The work products support and affect the accuracy, reliability, and timeliness of office programs, services, and functions. The work consists of operating a computer keyboard or video display terminal.

Examples of Duties and Knowledge, Skills and Abilities

(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class.)

Uses personal computer and other office automation equipment and appropriate software applications to develop, utilize and maintain databases and prepare reports and correspondence.

Monitors and records expenditures of accounts, according to office procedures and generally accepted accounting standards.

Monitors and may in some cases control usage of equipment, supplies, and capital assets in support of program objectives.

Maintain fiscal records, checks computations, verifies transactions, reconciles receipts with control records, and reconciles financial statements.

Maintains files for accounts payable small-organization.

Maintains office inventory and equipment. Develops schedule for recurring procurements to maintain inventory supplies.

Processes invoices, and prepares reports.

Resolves discrepancies in purchasing and receiving orders, processes invoices and assists in preparing service contracts.

Performs related work as required.

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of modern office practices, procedures, and equipment.

Thorough knowledge of business English, spelling, and arithmetic.

Thorough knowledge of departmental rules, regulations, procedures, and functions.

Considerable knowledge of office record keeping and reporting.

Ability to use a personal computer and software applications.

Ability to develop effective office work procedures.

Ability to understand and follow complex oral or written instructions.

Ability to establish and maintain effective working relationships with employees and other county departments.

Ability to deal effectively and courteously with the public.

Ability to communicate effectively both orally and in writing.

Minimum Qualifications

Graduation from high school; and four (4) or more years of experience in progressively responsible office support work.

NOTE: Longevity pay is available based on years of service.

Supplemental Qualifications

Preference will be given to candidates who possess the following:

Three (3) years of experience in general office, clerical and customer service skills, data entry, and tracking information.

Two (2) years of experience in general bookkeeping, entering purchase orders, and working with accounts payable processes.

One (1) year of experience in using Google Sheets, Google Docs, Gmail, or Microsoft equivalents.