Public Records & Administrative Specialist

The County of Santa Clara; California (MO); On-site; USD 42,000 - 54,000; Full time

Job summary

The County of Santa Clara seeks an adaptable Office Specialist to perform a broad range of clerical duties under limited supervision. The role emphasizes information gathering, data entry, correspondence, and customer service for diverse departments.

Responsibilities include assisting visitors, preparing documents, maintaining files, payroll records, scheduling, billing coordination, and basic research. Strong communication and computer skills are essential for success in this public service

Qualifications

• High school diploma or equivalent; 2 years clerical experience preferred.
• Ability to handle sensitive information and maintain confidentiality.
• Proficient with word processing, spreadsheets, and databases.
• Strong written and verbal communication skills.

Responsibilities

• Furnishes public and departments with information by searching for and abstracting technical data; explains laws, regulations, policies or procedures.
• Assists visitors and callers about locations, functions and services of departments; directs to appropriate offices.
• Extracts technical and statistical data for entry into computer systems; performs research as needed.
• Prepares a variety of correspondence, forms, legal documents, reports, memos or minutes from dictation or notes.
• Takes and relays messages for department staff; returns calls as needed.
• Maintains subject or numerical files in a standard system and prepares new file folders or databases.
• Identifies potentially dangerous or disturbed persons and acts according to policy.
• Performs clerical duties such as copying, mail, phones, and other tasks.
• Performs payroll activities and maintains records of time and leaves.
• Orders office supplies and creates requisitions; checks prices and extensions.
• Creates and maintains a database for case tracking and information retrieval.
• Schedules meetings, rooms, and training; maintains staff calendars.
• Coordinates billing, accounts payable and inventory; tracks transactions and fees.
• Interviews patients/clients to obtain basic data and updates on status.
• Gathers information to orient new employees and coworkers.

Skills

Public information

Customer service

Data entry

Clerical duties

Scheduling

Billing

Education

High school diploma

2 years clerical experience

Tools

Word processing

Spreadsheet

Database

Job description

The County of Santa Clara seeks an adaptable Office Specialist to perform a broad range of clerical duties under limited supervision. The role emphasizes information gathering, data entry, correspondence, and customer service for diverse departments.

Responsibilities include assisting visitors, preparing documents, maintaining files, payroll records, scheduling, billing coordination, and basic research. Strong communication and computer skills are essential for success in this public service