OFFICE SUPPORT SPECIALIST
#1030
General Characteristics:
An Office Support Specialist is responsible for clerical support of a general nature; provides independent office support assistance with emphasis on the full range of clerical duties including typing, data entry, filing, phone and front desk reception, bookkeeping, processing forms and maintaining supplies; may assist an Administrative Support Specialist, Administrative Specialist or Administrative Coordinator with specific tasks; may provide ongoing computer technology support; does related work as required. Work requires a general knowledge of office machines and procedures, attention to detail, good organizational skills to give and receive information and coordinate with other staff, students and public. Physical strength and agility may be required to transport boxes of materials and supplies. Operates microcomputers and other office equipment. Working conditions may include potential exposure to body fluids.
(The Office Support Specialist is distinguished from the Administrative Support Specialist by a lesser percentage of assigned duties which require either (A) composition, editing and production typing and/or (B) developing budget recommendations and Justifications, monitoring budget expenditures, and/or leading the work of assigned positions or representing the Department Chair or supervisor. While the Office Support Specialist performs a full range of office duties and may function in an independent manner, the position does not spend a substantial percent of the work day performing confidential work, composing documents, monitoring and developing budget documents or relieving the division/department chair of selected responsibilities.)
Examples of Work:
Provides office support by answering phones, taking messages, filing, copying, ordering and providing general information to staff, students and the public; schedules and coordinates meetings, tours or training events and makes appointments for staff and students; types, processes and files various forms (e.g. purchase, print and intercampus orders); enters data into computer files; keeps inventory of forms, supplies, furniture and equipment; does a variety of word-processing tasks for departmental staff; determines proper format and types letters, labels, lists, forms, memos, instructional materials and reports using typewriter or microcomputer; proofreads documents for spelling and typing errors.
Assists in the monitoring and maintenance of budgets and grants for the department; prepares basic financial reports such as a balance sheet or income statement; reviews budgets expenditure reports and brings major variances to the attention of the department head or supervisor; uses a microcomputer or manual methods to post expenditures to spreadsheets or journals to track department costs.
Attends meetings for the department/program and takes, prepares and distributes minutes; makes travel arrangements for staff; processes payroll records by checking the math and proper completion of timesheets; counts and balances receipts.
Sends out registration and information packets or employment applications; gathers information, tabulates it and prepares charts; keeps logs or maintains tracking systems for data.
Knowledge, Skills and Abilities:
Knowledge of office procedures and practices including reception, filing and bookkeeping; knowledge of and ability to operate office equipment including microcomputer, printer, copier, FAX, typewriter, calculator, and multi-line phone system; knowledge of and ability to use wordprocessing, spreadsheet and database software; ability to organize and prioritize work; ability to perform basic arithmetic computations; ability to read, understand and apply established policies and procedures; ability to type accurately and rapidly as required by the position; ability to interact with students, staff and the public in pleasant, tactful and courteous manner; ability to team how to generate various pre-programmed reports, lists and operating information; ability to maintain bookkeeping records; ability to keep accurate records and maintain confidentiality; ability to work under pressure and with interruptions; ability to meet deadlines; ability to take minutes and/or transcribe minutes, medical records and instructions; ability to communicate effectively orally and in writing; ability to work well independently and as part of a team; ability to perform work with a high level of accuracy and attention to detail; ability to proofread for format, typographical or spelling errors; ability to work effectively with individuals of varied backgrounds; ability to manage time effectively; ability to learn job duties quickly; ability to set up and maintain filing systems; ability to transport boxes of materials and supplies weighing up to 25 pounds; ability to drive as required by the position; ability to work safely.
Supervision:
Reports to and works under the general supervision of a division/department chair or other supervisor. An Administrative Specialist or Administrative Coordinator may provide daily supervision. After an initial training period, work is performed independently based upon standard office practices, department and College policies and clear guidelines/desk manuals for the position. Work is reviewed on completion and/(r periodically for accuracy.
Supervision of others is not a normal responsibility of this position; however, this position may train, assign tasks, provide priorities and check the work of Office Support Specialists, student assistants, hourly employees or volunteers.
Minimum Qualifications:
High school graduation or equivalent is required. One year of general office experience performing the full range of office support duties is required. Some positions may require public contact experience, a minumum typing speed of at least 45 words per minute and/or a current Oregon driver's license or other special certification.
Equivalent combination of training and experience will be considered qualifying.
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