OFFICE SPECIALIST

Cameron County; Brownsville (TX); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Health and Life Insurance Protection

Sick and Annual Leave

Retirement System and Paid Holidays

Direct deposit payroll

Job summary

Cameron County in Texas is seeking an Office Specialist to perform clerical support across departments. The role involves receiving documents, data entry, verification, and processing transactions, plus maintaining records and responding to inquiries from staff and vendors.

The position requires strong organizational skills, the ability to prepare and review department documents, and familiarity with standard office procedures. It includes benefits and a six-month probationary period.

Qualifications

• High School Diploma or GED or equivalent combination of education and experience.
• Four (4) years of experience performing secretarial and/or administrative support work or equivalent.
• Knowledge of clerical procedures, data entry, and record-keeping.

Responsibilities

• Schedules and coordinates events and meetings with attendees and follow-up calls.
• Creates forms and handles phone calls, emails, scanning, and document routing.
• Receives, reviews, and files documents, matches invoices to payments and records.
• Generates and distributes reports; maintains automated and manual records and files.
• Maintains inventory and processes purchase orders and supplier communications.
• Assists employees and stakeholders with department information and policy explanations.
• Prepares department documents requiring data collection and summarization.

Skills

Clerical support

Data entry

Administrative tasks

Education

High School Diploma or GED

Tools

None

Job description

OFFICE SPECIALIST

PAY PLAN: 112 - $ 39,562.00 minimum salary

JOB ADDRESS: CAMERON COUNTY:

Purpose of Classification

Performs complex work in clerical support of assigned department. Duties include receiving documents; entering data into automated systems, verifying data and processing transactions. Positions in this class perform routine clerical support and identify needed corrective actions to resolve discrepancies; answer questions; and maintain documents and records.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Schedules and organizes events and/or meetings; sends out invites and makes follow up calls; performs special projects or conducts research and analysis as assigned.
• Creates and implements the use of forms as needed to simplify administrative operations; answers phone calls, responds to e-mails, scans and sends documents, and relays messages to peers and supervisor.
• Receives and processes documents, mail and/or materials for assigned department; reviews documents for completeness and accuracy; pair documents to related information such as matching purchase orders to invoices and/or matching payments to account files/billings, etc.
• Runs reports; copies and/or distributes reports; establishes and maintains both automated and manual records and files; and performs record retention tasks as dictated by County policy.
• Maintains assigned inventory; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming shipments; reviews and forwards for payment.
• Provides assistance and information to employees, managers, vendors, citizens, local businesses, and/or and other interested parties regarding assigned department functions; serves as liaison between supervisors, vendors, and other departments in regards to department policies and activities. Explains policies and procedures.
• Prepares various department documents requiring knowledge of department policies, programs, and procedures and which may involve researching, compiling, analyzing, retrieving and/or summarizing data.

Additional Functions

Performs other related duties as required.

Minimum Qualifications

High School Diploma or GED; supplemented by four (4) years of experience performing secretarial and/or administrative support work; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

ADA Compliance

Physical Ability: Tasks require 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 work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

This position is subject to a six (6) month probationary period prior to Civil Service eligibility. Must submit to a Civil Service Clerical Exam.

BENEFITS:

Cameron County Offers Excellent Fringe Benefits, Including:

• Health and Life Insurance Protection
• Sick and Annual Leave
• Retirement System and Paid Holidays
• Cameron County has a mandatory direct deposit payroll program.

AA/EEO/MFD EMPLOYER