Office Specialist

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Employment Application - Office Specialist

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Posting will close at 5 p.m. on Monday, Feb. 3, 2020.

SALARY RANGE: $33,469 - $50,460 (including longevity pay)
TITLE: OFFICE SPECIALIST
GRADE: 54
LOCATION: 2201 Hogback Road, Ann Arbor
UNION AFFILIATION: POAM (Non-312)

Internal union candidates will be given first consideration.

JOB SUMMARY 

Under the supervision of a higher classified employee, performs a wide variety of general, technical and complex administrative and clerical tasks and support work associated with public safety services; maintains confidential and highly sensitive information and records as related to public safety, corrections, and law enforcement investigative and other activity; researches, provides and maintains data as it pertains to various activities within the Sheriff’s Office. Classification requires the application of independent judgment and technical expertise in operating and maintaining electronic equipment and software systems and the processing of related data and information. Serves in a team environment. Performs related work as assigned. 

Note: Classification requires flexibility to work non-standard work hours that may include nights, weekends and holidays as needed. 

EXAMPLES OF DUTIES 

Essential Duties and Responsibilities:

  • Performs detailed, varied, responsible and often confidential office support work which may require the exercise of independent judgment and the application of knowledge related to the area to which the employee in this job classification is assigned. 
  • When authorized, provides information to other agencies, the public or to County staff in person or over the telephone. 
  • Organizes and maintains various files, often confidential; locates and collects information as required for the work of the agency; tracks the issuance of official documents; may purge files and/or prepare reports or information for long-term storage. 
  • Researches and assembles information from a variety of sources for analysis, the completion of forms, or the preparation of reports; may make arithmetic and/or statistical calculations. 
  • Enters and retrieves data and prepares reports from various electronic information management systems using an online or personal computer; may operate and maintain databases or other automated files and systems. 
  • Assists in the development of various information and data tracking and quality assurance systems including but not limited to operational performance metrics. 
  • Types correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes or brief instructions using a personal computer; composes standard correspondence independently. 
  • Maintains confidentiality and protects the integrity of all information and data accessed and/or processed. 
  • May order and maintain inventory of equipment and supplies. 
  • May act as a liaison for matters and information appropriate to the classification both within and outside of the agency; schedules and organizes meetings. 
  • Organizes and prioritizes own work. 
  • Prepares routine correspondence from brief instructions. 
  • Accepts and processes forms, verifies for completeness. 
  • Types accurately from printed and electronic sources. 
  • Enters data into a computer terminal with sufficient speed and accuracy to perform the work assigned to that position in a timely manner. 
  • Answers telephone or selected e-communications. Greets visitors. Refers visitors, phone calls and other contacts to appropriate personnel. Maintains sign-in logs as required. 
  • Uses standard office equipment and computers as well as specialized technologies in the course of their work. 
  • Establishes and maintains effective working relationships with those contacted in the course of the work. 
  • Performs other duties as assigned.

The above statements are intended to describe the general nature and level of work being performed by employees assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. 

EMPLOYMENT QUALIFICATIONS 

Knowledge of: 

  • Public safety principles and practices inclusive of typical public safety agency activities and functions and the application of policies, regulations and procedures. 
  • Recordkeeping principles and practices; maintaining organized and accurate files. 
  • Basic business data processing principles and systems, including the use of word processing or personal computing equipment. 
  • Proper form for business correspondence. 
  • Office administrative practices and procedures, including filing and the operation of standard office equipment. 
  • Preparing routine correspondence from brief instruction. 
  • Business mathematics including but not limited to basic statistical analysis techniques. 
  • Public information and presentation techniques. 
  • Computer applications related to the work.

Skill in:

  • Interpreting, applying and explaining laws, policies and procedures and regulations. •Analyzing problems, evaluating alternatives and implementing sound recommendations.
  • Setting priorities and meeting deadlines.
  • •Effective interpersonal communication. 
  • Preparing clear, concise and effective written materials. 
  • Maintaining accurate records and files. 
  • Using sound, independent judgment within established policy and procedural guidelines. 
  • Performing basic financial analysis. 
  • Typing accurately at a rate of 50 words per minute from printed copy. 
  • Entering data into a computer terminal with sufficient speed and accuracy to perform the work of the agency in a timely manner. 
  • Establishing and maintaining effective relationships with individuals of diverse socioeconomic and ethnic backgrounds. 
  • Working cooperatively and effectively within a team and larger organizational setting.

LICENSES, CERTIFICATIONS and CLEARANCES

  • Must be able to pass a comprehensive background investigation sufficient to receive requisite clearances; a medical/physical examination; a drug and alcohol test; and a psychological examination. 
  • Must possess a valid driver’s license and be able to work at any designated work site. 
  • Must meet qualifications to be a Law Enforcement Information Network (LEIN) Operator.

PHYSICAL DEMANDS 

Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials and a computer screen and hearing and speech sufficient to communicate in person or over the telephone. Duties may require employee to exert 20 to 50 pounds of force occasionally, or 10 to 25 pounds of force frequently, or greater than negligible up to 10 pounds of force constantly to move objects. Must be able to bend, reach and lift up to twenty-five (25) pounds. Must be willing to work varied hours and extended shifts including holidays and be on-call. 

These requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. 

EDUCATION 

High school diploma or equivalent. Some college, business or technical school training, certificate(s), or coursework in office, clerical or administrative duties and support, or related fields, is desirable. 

EXPERIENCE 

Two (2) to four (4) years of general administrative, clerical, or technical office support or related work experience. 

This class description intends to identify the major duties and requirements of the job and should not be interpreted as all-inclusive. Incumbents may be requested to perform job-related duties other than those outlined above and may be required to have or increase specific job-related competencies, knowledge, skills or licensing and certifications for successful job performance.

AN EQUAL OPPORTUNITY EMPLOYER