Office Specialist - Del Valle Community Center (HHS Employees Only)

Travis County; Del Valle (CA); On-site; USD 36,000 - 52,000; Full time

Job summary

Travis County Health & Human Services is seeking an Office Specialist to provide clerical and administrative support under moderate supervision. The role includes research, data entry, recordkeeping, and responding to public inquiries. Location is Del Valle, TX, with typical weekday hours and office-based work environment.

The position emphasizes customer service, accuracy in paperwork, and coordination with department personnel to support program goals and community services.

Qualifications

• High School diploma or GED and three years of clerical experience including basic computer skills.
• Equivalent combination of education and experience may apply.

Responsibilities

• Perform moderately complex clerical and administrative support tasks.
• Maintain document, file, and record retrieval systems.
• Provide information to the public on department procedures, regulations and policies.
• Answer phones, greet visitors, and route inquiries appropriately.
• Prepare reports and perform data entry and basic analyses.

Skills

Customer service etiquette

Data entry

Record keeping

Multitasking

Research and reporting

Education

High School diploma or GED

Three years clerical experience

Tools

Word processing

Spreadsheets

Databases

Job description

We’re looking for team-oriented, community-engaged professionals who bring empathy, creativity, integrity, and a sense of humor to their work. If you’re passionate about social justice, enjoy meaningful collaboration, and want to do work that matters alongside people who care, we’d love to hear from you.

The Office Specialist, under moderate supervision, performs moderately complex clerical and administrative support tasks involving some independent judgment. Performs a variety of administrative, technical or analytical work of a specialized nature in furtherance of department mission. Performs research and analysis. Performs general office functions. Provides direction and information to the public on department and County procedures, regulations and policies. Maintains document, file, and record retrieval systems.

Distinguishing Characteristics:

This is the second in a series of three general clerical-related job classifications within the Administrative Support job family. This classification is distinguished from the Office Assistant in that work requires specialized functional knowledge with independent decision-making within established limits. This classification is distinguished from the Office Specialist Senior in that incumbents typically have less experience, specialized knowledge and responsibility.

• Determines applicants' eligibility for a variety of social services available and/or provides other social services related to crisis intervention and short-term case management.
• Interviews clients, collects and completes required eligibility documentation, determines eligibility for social services assistance and monitors client progress and usage of assistance.
• Refers clients to clinical and social service provider resources. May serve as lead worker over subordinate social services staff.
• Applies functional knowledge to analyze and respond to matters requiring basic knowledge of department policies and procedures. Performs research and analysis in furtherance of program and department goals.
• Gathers information and statistical data. Creates databases and generates reports using spreadsheets, databases and word processing and presentation software.
• Performs general office functions. Writes and prepares correspondence. Performs and conducts research and interpretation of data. Proofs documents and performs quality control reviews. Opens and distributes incoming mail, prepares mail outs, and maintains mailing lists. Maintains office schedules and appointments. Makes copies, does filing and sends faxes. Performs data entry on a regular basis. Schedules meetings, conferences and facilities. May assist with department personnel functions. Performs general office activities, such as ensuring facility availability, opening and closing doors, assisting in administrative staff support. Participates in complex/technical administrative projects with staff as directed. Assists with specialized or difficult work activities of subordinates or other staff members, such as mileage and travel/training requests and submittals. Responds to technical administrative questions, and ensures necessary follow-up.
• Performs receptionist duties, answers telephone, directs calls, office errands and takes and relays accurate messages. Logs phone calls and visitors. Greets and receives the public. Answers general questions about the department, its functions and activities, and its interrelationships with County departments and outside agencies. Refers individuals to appropriate persons, departments, or agencies.
• Provides direction and information to the public on department and County procedures, regulations and policies. Records transactions and maintains manual and computerized journal entries. Processes financial reports, including receipts, claims, and disbursements. Receives, posts and issues receipts for fee payments or other charges and submits monies and pertinent information to appropriate departments.
• Maintains effective document, file, and record retrieval systems. Maintains accountability for paper and electronic files. Creates, compiles, retrieves and disseminates information using computer and paper files. May be responsible for record storage. May maintain records and files for microfilming. May be responsible for scanning documents and managing indexed files. May serve as timekeeper.
• May translate for Spanish speaking clients. Serves as a notary public. Orders and purchases office supplies.
• Performs other job-related duties as assigned.

Education and Experience:

High School diploma or G.E.D. AND three (3) years of responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:

Preferred candidate will have exceptional customer service skills and experience with defusing hostile customers.

Knowledge, Skills, and Abilities:

Knowledge of:

• Modern office/clerical practices, procedures, and methods.
• Policies, practices, procedures and terminology of assigned function.
• File management and techniques.
• Principles and procedures of record keeping.
• Customer service etiquette.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business English, spelling and arithmetic, letter writing, grammar and punctuation and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

Skill in:

• Conducting research and presenting information.
• Processing financial reports, including receipts, claims, disbursements, travel, purchasing and mileage submittals.
• Performing cashier duties, such as receiving cash, issuing and posting receipts for fee payments or other charges.
• Operating a variety of modern office equipment, including a computer.
• Both verbal and written communication.

Ability to:

• Compile data and write clear and comprehensive reports.
• Understand and carry out verbal and written directions.
• Perform multitasking.
• Create effective filing systems, and retrieve and disseminate information.
• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination, and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: 8 am - 5 pm, Monday-Friday.

Location: 3518 FM 973 S Del Valle, TX 78617

Department: Health & Human Services

Criminal, Driving, Education, and Employment Background Checks Required.

For updates or questions on this position, contact: [e-mail]

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.