Office Support Specialist IV

This is highly responsible specialized office support work. Bargaining unit position in different departments with the city.

Employees serve as personal administrative assistants to department directors or higher level division managers, perform as lead workers over other office personnel, or perform highly specialized, technical research and document preparation functions in a central services component. Duties are of considerable difficulty and involve complex administrative assignments, often in support of departmental staff and major governing boards in addition to the supervisor. Work products are often used in policy making and legal proceedings, necessitating a high degree of accuracy, completeness, and conformance. Employees must be very proficient in use of computers, grammar, and composition. Some positions require that employees take and transcribe dictation. Although under direction, many tasks are performed independently requiring considerable initiative and independent judgment because of the highly responsible, confidential nature of work assignments. In addition, importance is placed on an employee’s ability to screen and establish priorities on matters being brought to the attention of the supervisor, based on acquired knowledge of the operation of the department. Employees are also required to control and maintain important and sensitive records. Work is reviewed through conferences, observation, and results obtained.

Relieves supervisor of many administrative details in matters not requiring policy decisions; provides information concerning established policies and procedures; responds to complaints or refers to appropriate respondent; participates in information searches and compiles data on assigned projects; verifies accuracy of records/data.

Utilizes computer to prepare correspondence, memoranda, reports, and other technical materials as directed and from rough draft where required; edits materials to be typed to ensure proper grammar and punctuation, improve clarity, and correct inaccuracies; proofreads own work; composes correspondence independently or from general outlines; develops forms and highly technical documents utilizing specialized computer software.

Researches databases, files and other records to obtain or verify information; makes copies of reports or other documents; prepares materials for requests/distribution in accordance with Public Records Law.

Where required: takes and transcribes dictation; transcribes materials from recording media; attends high level meetings and conferences as recording secretary; serves as administrative and/or recording secretary for major governing boards.

Screens and routes telephone calls and visitors; answers questions on the phone or in person to requests for information from the public, city, or other agencies; opens and distributes mail; maintains calendar of appointments; schedules meetings and conferences to include preparing travel documents when needed; establishes and maintains files, control logs, and other office records, paper or electronic.

Orders and distributes supplies; maintains physical inventory of supplies, forms, and equipment; processes purchase requisitions; prepares and/or monitors administrative and specialized budgets for department; prepares cash receipts and deposits monies; prepares records for archiving.

Serves in lead capacity over lower-level clerical personnel; assigns, directs and reviews work; recommends employment, performance appraisals, and discipline.

Operates, cleans, and performs minor adjustments and limited maintenance on a variety of office machines and related equipment; coordinates maintenance, repair, and servicing of equipment and/or facilities.

Performs related work as required.

Knowledge of: business English, grammar, mathematics; standard office practices, terminology, equipment usage, and procedures; operation of computer equipment and related software.  Rules, regulations, administrative procedures, policies, and functions of the assigned department.

Skill in: typing, if required; operation of computers; taking and transcribing dictation, if required; operation and minor maintenance of office machinery and equipment. Utilizing Microsoft Office suite or equivalent software.

 Ability to: adhere to rules, regulations, policies, and procedures of the department to which assigned.  Understand and follow moderate to highly complex oral and/or written instructions; prepare clear and concise written reports; maintain paper and electronic complex records; compose, edit, and correct draft correspondence and reports; maintain files and records; prepare reports; lead and train clerical personnel; establish and maintain effective working relationships with others. Accurately compute and record financial transactions.

Mostly sedentary, indoors, requires extended use of computer, typing and viewing a monitor. 

Graduation from an accredited high school and five (5) years of general office or secretarial experience including experience in Keyboarding application and/or operation of computers; or an equivalent combination of training and experience.

Six (6) months of supervisory or lead experience is preferred.

Possession of a valid driver's license is preferred.

Evaluation of education and experience. Drug testing is included in all pre-employment processing.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

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