Office Support Specialist - Richmond, United States - Richmond Redevelopment & Housing Authority

Description

Job Description

Job DescriptionThis is intermediate level clerical work of moderate difficulty and complexity involving a variety of tasks requiring independent work decisions within established policies and procedures. An employee in this job performs clerical duties, which require the application of independent judgment based on knowledge gained through work experience. The variety of work differs among positions, but where the work is more repetitive there is an added responsibility for finality of action. Duties involve responsibility for a significant part of the work process, or comparable responsibility for a single office activity, which is production or control oriented. Until the more difficult phases of the work are learned, the employee works under close supervision, but thereafter, specific instructions are received only when changes in procedures are made. Assistance is normally available from a superior when unusual or difficult problems arise.

DUTIES AND RESPONSIBILITIES (illustrative only):

• Answers telephone; ascertains purpose of telephone calls and visits; furnishes general information to visitors or callers and assists visitors in preparation of information forms if needed; directs visiting officials, outside representatives and the general public to proper destination; takes and relays messages, and arranges appointments.
• Receives, opens, logs, sorts, time-stamps and distributes mail; prepares material for mailing.
• Composes and types correspondence and inter-office communications dealing with routine matters and following specified procedures and/or oral instructions.
• Maintains current filing system; sets up and organizes files; sorts, classifies and files materials; purges obsolete material; retrieves and returns material requested from files.
• Prepares purchase orders, payroll and attendance records, and other internal documents; maintains equipment and supply inventory.
• Contacts general public, gives out information and advice according to prescribed rules; receives appropriate completed forms, checks for accuracy, and makes tentative decisions of limited scope and responsibility.
• Checks for proper coding, classification, mathematical accuracy and compliance with procedures; enters data on statistical, administrative and fiscal records; performs mathematical calculations.
• May utilize database, spreadsheet, word processing, desktop publishing, and graphic or presentation software in the daily performance of duties.
• Proofreads and edits documents and reports for completeness and grammatical accuracy; writes routine correspondence calling attention to minor discrepancies, and refers more involved cases to supervisor.
• Prepares meeting agendas and takes and transcribes meeting minutes.

2

• Operates a variety of office equipment including a typewriter where skilled typing is not required or typing is an incidental assignment.
• May provide guidance and direction to a small group of clerical employees or residents performing routine operations such as in a central filing operation or grounds work; reviews work for accuracy, timeliness and conformance with instructions and standard practice.
• Performs other related work as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Working knowledge of modern office practices, procedures, systems and equipment and business English, spelling and arithmetic.
• Skill in typing accurately from rough draft or plain copy and to check numbers and written material for accuracy.
• Ability to understand and follow oral and written instructions and to train assigned staff effectively.
• Ability to maintain moderately complex clerical records, use coding and filing schemes and to prepare reports from such records.
• Ability to make routine decisions in accordance with procedures, laws and regulations and to apply these to work problems.
• Ability to make mathematic computations/tabulations accurately and with reasonable speed.
• Ability to establish and maintain harmonious working relationships with other employees and the public.

MINIMUM QUALIFICATIONS AND EXPERIENCE:
(The following requirements may be used to evaluate applicants for employment. When applicable, equivalent substitution will be allowed for differences in experience and education.)

Education:
Graduation from high school or completion of GED program.

Experience:
One year of experience in typing or related clerical work.
STRENGTH REQUIREMENTS - Sedentary Work

Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.

Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
TYPES OF PHYSICAL DEMANDS - Frequently – Activities exists up to 1/3 to 2/3 of the time

Reaching:
Extending hand(s) and arm(s) in any direction


Handling:
Seizing, holding, grasping, turning, or otherwise working with hand or hands.

Fingers are involved only to the extent that they are an extension of the hand, such as to turn a switch or shift automobile gears.

Fingering:
Picking, pinching, or otherwise working primarily with fingers rather than with the whole hand or arm as in handling


Talking:
Expressing or exchanging ideas by means of the spoken word to impart oral information to clients or to the public and to convey detailed spoken instruction to other workers accurately, loudly, or quickly


Hearing:
Perceiving the nature of sounds by ear


Near Acuity:
Clarity of vision at 20 inches or less


Accommodations:
Adjustment of lens of eye to bring an object into sharp focus. This factor is important when doing near point work at varying distances from eye.
This description is a representative summary of the work performed by incumbents in this job title.

Any one position in this classification may not involve all of the duties and responsibilities contained herein, nor are the examples of knowledge, skills and abilities exhaustive.

Incumbents may also be required to perform tasks other that those stated.

EEO Statement:

RRHA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal.

State or local laws.