Office Specialist Sr (Bilingual/Spanish Preferred)

Travis County; Austin (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Travis County Counseling & Education Services (TCCES) is seeking a senior clerical coordinator to perform advanced administrative tasks and customer service, supporting a complex program area. You will process deposits, registrations, and data entry while supervising clerical staff and assisting with public inquiries.

The role requires on-site work with a planned transition to hybrid after 6 months of training.

Qualifications

• High School diploma or GED and four years of progressively responsible office/clerical experience, including computer operation and software packages.
• Ability to analyze, document, and resolve difficult problems using defined methods and procedures.
• Experience researching databases, preparing reports, and performing data collection and entry tasks.
• Supervises clerical staff and provides training to subordinates and volunteers.
• Familiarity with federal/state regulations and confidential information handling may be required.

Responsibilities

• Process daily deposits, data entry, and class registrations.
• Collect fees and provide receipts.
• Answer public inquiries and provide information to stakeholders.
• Coordinate or perform functions within a complex program area.
• Train and supervise clerical personnel and staff.

Skills

Customer service

Data entry

Training subordinates

Office procedures

Multitasking

Education

High School diploma or GED

4+ years office/clerical experience

Job description

Under limited direction, performs advanced complex clerical and administrative work in a specific subject area. Provides advanced customer service functions and fosters positive public relations. Performs a variety of advanced administrative, analytical, or technical work of a highly specialized nature. Coordinates or performs all functions within a distinct, complex program area. Analyzes, resolves and documents difficult problems by using appropriate and defined methods. Researches operational databases, manuals and electronic files to respond to customers and/or caller inquiries. Coordinates and completes data collection, analysis, reporting, documentation or projects. Supervises and trains clerical subordinates.

Position requires applicant to work on-site with a future transition to hybrid work upon completion of successful 6-month training. Primary responsibility is processing daily deposits, data entry, registering clients into classes, assessments and scoring testing instruments. Additional duties include collecting fees, filing, offsite class registration, maintaining accountability for files processed through the system; providing direction and information to the public and stake holders; instructing the public on procedures, regulations, etc. Performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS:

This is the third in a series of three general clerical-related job classifications within the Administrative Support job family. This classification is distinguished from the Office Specialist in that incumbents typically specialize in a division/department function and also possess broader knowledge/skills about division/department operations to allow more independence in carrying out responsibilities. This classification is distinguished in that incumbents frequently work under their own initiative in performing advanced administrative/support duties and/or providing formalized work leadership. Frequently trains and/or supervises subordinate clerical personnel. The results of assigned projects have direct impact on the accomplishment or establishment of the divisional and/or departmental goals and objectives.

• Applies functional knowledge to analyze and respond to matters requiring comprehensive knowledge of department policies and procedures. Performs and conducts research and interpretation of data. Coordinates and completes data collection, analysis, reporting, documentation or projects and other duties to ensure accurate and timely processing or development of required operational needs. Researches operational databases, manuals and electronic files to respond to customers and/or caller inquiries. Compiles information in a self-reporting relational database system and generates monthly workload and performance reports.
• Coordinates or performs all functions within a distinct, complex program area easily distinguishable from other operations or involving specialized operations that are not readily integrated into other work processes within the department. Performs highly specialized duties in furtherance of department/division mission. Supervises and trains clerical subordinates. Assists in computer training of new employees and general training of volunteers. Provides assistance to others on difficult assignments.
• 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.
• Acts as primary customer contact for assigned function with outside organizations or other departments. Responds to technical computer system and/or administrative questions and ensures necessary follow up. Responds to requests in person, by mail, 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 citizen complaints about division/department. Ensures departmental policies and procedures are followed and statutory requirements are met.
• Performs various tasks involving processing of forms, letters, data entry/retrieval, equipment maintenance and inventory control. Participates in complex technical administrative projects with staff as directed. Assists with specialized or difficult work activities of subordinates or other staff members. Reviews documents presented for transactions. Prepares forms and determines amount of fee by applying established rules and regulations. Collects fees and provides receipts. May perform duties of Office Specialist. May serve as timekeeper. May perform transcription duties, as required for the generation of autopsy reports and other documents.
• Performs other job-related duties as assigned.

Education and Experience:

High School diploma or G.E.D. AND four (4) years of increasingly responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages AND a minimum of one (1) year experience in a directly related function;

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:

None required.

Knowledge, Skills, and Abilities:

Knowledge of:

• Modern office/clerical practices and procedures, and methods.
• Policies, practices, procedures and terminology of assigned function.
• File management and techniques.
• Principle and procedures of record keeping.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Business 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:

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

Ability to:

• Compile data and to write clear and comprehensive reports.
• Create effective filing systems, and retrieve and disseminate information.
• Train and supervise office personnel.
• Work independently and accomplish department/division objectives.
• Perform multitasking.
• Maintain confidential data and information for executive staff.
• Understand and carry out verbal and written directions.
• 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 AM - 5:00 PM; with an occasional Saturday.

Location: 5501 Airport Blvd STE 102, Austin, TX 78751

Department: Travis County Counseling & Education Services (TCCES)

Criminal 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.