Office Specialist - Domestic Relations Office

Travis County; Town of Texas (WI); On-site; USD 42,000 - 52,000; Full time

Job summary

Travis County is seeking a general clerical professional to serve as primary contact for the public in a call center environment. The role requires handling questions, directing inquiries, and maintaining accurate document records using county systems.

Responsibilities include data gathering, record keeping, and providing essential information to the public while complying with department policies and procedures.

Qualifications

• High School diploma or GED with 3 years of responsible office/clerical experience including word processing, spreadsheets, databases and software packages.

Responsibilities

• Respond to customer requests in person, by mail, email, and by telephone based on established rules and regulations.
• Analyze, resolve and document difficult problems and authorize exceptions to policy within defined limits.
• Document actions taken in response to inquiries and advise customers and external agencies.

Skills

Research and presentation

Financial reporting

Cashier duties

Office equipment operation

Verbal and written communication

Education

High School diploma or GED and 3 years clerical experience

Tools

Word processing software

Spreadsheets (Excel)

Databases

Job description

Acts as primary customer contact for public in call center. Responds to technical computer system and/or administrative questions and ensures accurate documentation in computer system. 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. 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. 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.

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.

• Responds to customer requests in person, by mail, email, and by telephone, based upon the application of established rules and regulations. Provides technical advice and assistance regarding documents required for all types of transactions. Takes initial steps to resolve and / or resolves questions and complaints. Ensures departmental policies and procedures are followed and statutory requirements are met.
• Analyzes, resolves and documents difficult problems by using appropriate and defined methods. Authorizes exceptions to policy within defined limits and response time subject to demand for immediate service. Reports to and advises customers, representatives of other counties, law enforcement agencies and businesses.
• Analyzes, resolves and documents difficult problems by using appropriate and defined methods. Authorizes exceptions to policy within defined limits and response time subject to demand for immediate service. Reports to and advises customers, representatives of other counties, law enforcement agencies and businesses. Documents actions taken in response to all inquiries.

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.

Preferred:

Bilingual Preferred

Licenses, Registrations, Certifications, or Special Requirements:

None required.

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: Monday-Friday, 8:00 - 5:00 PM

Location: 1700 Guadalupe St, Austin, TX 78701

Department: Juvenile Probation

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

Drug and Alcohol Tests 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.