Office Specialist I-II Description

About Marin Housing Authority / Careers

Established: June 27, 1989

Revised: April 2005

Definition

Under immediate supervision (I) or general supervision (II), performs increasingly responsible data entry and office support and clerical tasks in the operations of a Marin Housing Authority program such as greeting the public, answering inquiries, maintaining files, processing forms and distributing documents and reports; and performs related work as assigned.

Supervision Received and Exercised

Receives immediate or general supervision from the Program Manager, depending on classification level. Receives training and/or lead direction from higher-level Office Specialists.

Class Characteristics

The Office Specialist series is responsible for performing a variety of office support and clerical tasks in the operations of a Housing Authority program or within an assigned project.

Office Specialist I: is the entry level clerical class in the Office Specialist series that learns and develops the related knowledge, skills and abilities to successfully perform the duties as assigned. Incumbents in this classification are expected to learn department and/or office procedures and policies and apply these appropriately to various office situations within a standard training time period.

Office Specialist II: is the journey level clerical class in the Office Specialist series which is responsible for performing a variety of clerical support functions including housing eligibility support, receptionist duties, assisting clients and the public, screening calls, preparing correspondence, and maintaining computerized and paper records and files.

These classes are distinguished from the next higher level of Office Specialist III by the latter’s responsibility and independence of action in the support of the assigned program. 

Example of Duties (Illustrative Only)

• Receives and screens callers, evaluates and responds to inquiries regarding agency services or official notices; assists or refers callers to appropriate individuals; provides information to the public and employees; distributes and explains forms or written informational materials; takes messages, requests, and/or schedules appointments.
• Receives, distributes, processes and routes mail and other information, correspondence, service requests and/or documents.
• Determines, receives, incoming eligibility documents and forwards to appropriate person; collects rents, distributes receipts and reconciles cash drawer.
• Establishes and maintains general files and/or automated record keeping systems; assigns alpha and/or numeric identification codes; sorts and files information; purges files; posts information to records and files to update information and documents activity transactions; conducts file search to locate misplaced documents, compiles data and/or research information.
• Performs daily office support duties such as filing, photocopying and mail pickup, sorting and delivery.
• Proofs and corrects documents for grammar, spelling, punctuation and conformance with established guidelines; collates and binds copies of documents produced; distributes documents.
• Maintains office equipment and facilities; requests and follows up on building maintenance and custodial services.
• Perform other related work as assigned

Qualifications

Knowledge of:

• Standard office and administrative policies and procedures; specified computer applications involving word processing, data entry, data base access and/or standard report generation.
• Business arithmetic; standard office practices and procedures including file maintenance, standards of procedures and operation of standard office equipment.
• Business letter writing and the standard format for typed materials.
• Methods and techniques for basic record keeping, correct business English including spelling, grammar and punctuation.
• Accounting, clerical, maintenance, inspections, computer operation terminology as required by assignment.
• Administrative procedures affecting inventory, purchasing, accounting and affordable housing programs.
• Operating principles of data entry equipment and basic mathematical skills. 

Skill in:

• Performing general office work and computer data entry quickly and accurately, learning specific operations of agency programs and making simple arithmetical calculations.
• Making decisions in routine procedural matters without immediate supervision.
• Preparing and maintaining accurate and concise records and reports.
• Operating a high volume telephone switchboard; dealing tactfully and courteously with the public and other employees in stressful situations.
• Performing word processing and data entry at a sufficient rate from handwritten or typewritten copy.
• Following oral and written instructions, working effectively under pressure and maintaining confidentiality of documents and information.
• Working collaboratively with housing program staff to assure the provision of comprehensive and coordinated services.
• Operating standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.

Education and Experience:

Education and Experience: Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Office Specialist I: One year of general office experience with specialized course work or training in business management or administrative support and a high school diploma or its equivalent.

Office Specialist II: Two years of office experience directly relating to the operations and activities of the assigned work unit, and a high school diploma and specialized course work in office administration or administration support.

Physical Demands:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to handle tools, or computer controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is performed in a normal office setting with moderate noise levels.



Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.