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You are here: The Job Explorer > Job Description > Office Specialist

Office Specialist Duties and Responsibilities

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Purpose of Classification:

Performs a variety of complex office/clerical support duties related to work unit, which require a thorough knowledge of a complete and specialized function. Incumbents apply this specialized functional knowledge to independently analyze and respond to administrative matters within established limits. Advice and leadership are available from supervisor for complex issues or those requiring authorization such as deviation from policy. Coordinates work of others within assigned function.

Distinguishing Characteristics:

This is third in a series of four classifications. It is distinguished from the Office Assistant Senior in that incumbents typically specialize in a work unit function and also possess broader knowledge/skills about work unit operation to allow more independence in carrying out responsibilities. Office Specialist Senior is distinguished in that incumbents work under own initiative in performing advanced administrative/support duties and/or providing formalized work leadership.

Examples of Duties:

  • Coordinates activities of subordinates.
  • Maintains a variety of records requiring classification and compilation of varied information.
  • Compiles special reports or studies where analysis of complicated or technical data is required; identifies sources and extracts necessary information; performs specialized calculations.
  • Drafts correspondence; answers questions or complaints and makes adjustments within established limits.
  • Serves as a primary reference source for function to assist departments and employees in resolving discrepancies or procedural problems utilizing knowledge of specialized function; responds to technical administrative questions ensuring necessary follow-up is performed.
  • Reviews reports and printouts to identify and trace source of error and make necessary corrections; performs technical or complex verification and reconciliation activities.
  • Recommends changes to policies or procedures affecting assigned function.
  • Prepares and/or coordinates the preparation of recurring and special reports, tabulations or budgets unique to assigned function.
  • Ensures office staff are informed of new or revised procedures and any pertinent information regarding assigned function(s); updates related policy/procedure manuals.
  • Checks, reviews or prepares records, reports, forms or other documents of various kinds pertinent to assigned function(s); personally investigates complicated problems or errors.
  • Plans and prioritizes workload to meet set deadlines.
  • Assists staff with special projects as directed.

Knowledge, Skills and Abilities:

  • Knowledge of policies, practices, procedures and terminology of assigned function.
  • Knowledge of leadership practices and coordinating activities of others.
  • Skill in both verbal and written communication.
  • Skill in the operation of a variety of office machines.
  • Skill in recording and compiling material for reports.

Minimum Qualifications:

Three years of office/clerical experience which includes one year in a directly related function; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.


Next: Office Specialist Senior Job Description



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