Office Specialist II

The State of Utah Office of Public Guardian has reopened a job for a Part-Time (flexible hours/days. Work 3-5 days (M-F), 20 hours/per week between 8 am -5 pm. Office Specialist II. It closes on 3/29/2015.

Go to https://statejobs.utah.gov and search Office Specialist II, requisition #04129.

 

Job #: 04129
Job Title: Office Specialist II
Opening Date/Time: Tue. 03/17/15 12:00 AM Mountain Time
Closing Date/Time: Sun. 03/29/15 11:59 PM Mountain Time
Salary: $11.60/Hour
Job Type: Part Time
Location: Salt Lake County, Utah
Department: 200 Department of Human Services
Number of Openings: 1
Benefits: This position is not eligible for benefits.
Criminal Background Check: You must successfully pass a criminal history check.
Physical Address: DHS, 195 N 1950 W, SLC, UT
Recruiter Name: Peggy Romney
Recruiter Telephone Number: 801-538-4224
Recruiter Email Address: promney@utah.gov
Overtime Exempt: No
Schedule Code: TL – Time Limited
Schedule Code Description: Schedule A or TL – At will: Employees in this position serve at the pleasure of the appointing officer in an at will status and may be terminated at any time without cause. This is not a career service position.

 

Incumbents in this job exercise considerable independent judgment in State office functions/specialties and perform the most complex production tasks requiring advanced office skills plus a comprehensive knowledge of pertinent rules, regulations, policies, and procedures. Incumbents may perform functional supervisory/lead worker responsibilities by prioritizing workflow, authorizing selected clerical procedures, ensuring quality control, and providing subordinates with on-the-job training or serve as the focal point for advanced agency-specific assignment(s). Incumbents process a variety of agency documents by reviewing for accuracy and completeness, updating information, evaluating against policy, comparing elements for consistency or logical relationship, and otherwise taking action where such procedures may require independent judgment. Exercises judgment in applying agency regulations, policies and procedures. Originates correspondence, documentation, and other written communication; provides the public and others with information and assistance to complete forms and applications; locates and assembles records and information which may be complex or difficult to identify, and which may require substantial research, judgment, and subject matter knowledge. Prepares and generates reports involving automated processes and thorough subject matter understanding. Other tasks may include, but are not limited to: performing basic accounting functions such as receiving and recording cash payments, basic bookkeeping, processing payroll, accounts payable/receivable, etc.; maintaining calendars, schedules and coordinating appointments, meetings, training, facilities and other activities; assists in the training of vendors and new employees; ensuring an adequate supply of materials by ordering, receiving, inspecting and storing equipment, merchandise, commodities, materials, and/or supplies.
 Example of Duties:
  • Prepare and/or process documents; review for accuracy and completeness; update information and/or evaluate against policy; compare elements for consistency or logical relationships, etc.
  • Writes or drafts correspondence, reports, documents and/or other written materials.
  • Types and prepares reports or other written materials from source documents, transcription, etc.
  • Retrieves data found in databases to generate requested reports.
  • Assists the public and others to locate, view, or assemble filmed, scanned, or archived documents and/or information.
  • Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers.
  • Verifies data entry by comparing the source document against input data, utilizing automated verification system, using dual entry or other verification technique .
  • Maintains and/or creates files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
  • Lead or functionally supervise staff; delegate work assignments, monitor/review quality of work, schedule staff, provide technical assistance or training, and/or provide input on performance appraisal, hiring and discipline.
  • Reviews cases, applications, files, records, etc., to determine action to be taken.
 Typical Qualifications:
(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)

  • find, gather and collect information or data
  • deal with people in a manner which shows sensitivity, tact, and professionalism
  • enter, transcribe, record, store, or maintain information in either written or electronic form.
  • lead the work of others by monitoring, reviewing, training co-workers and/or delegating work
  • speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
  • principles, practices and procedures of an office environment
  • assemble, sort, and/or distribute documents, supplies, and/or materials/items
  • operate a typewriter or a computer keyboard
  • operate office equipment
  • compile, code, categorize, calculate, tabulate, audit, verify, or process information or data
  • communicate fluently in English
  • review and/or edit documents for accuracy and completeness
  • establish, organize and/or maintain files
  • communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
  • organize information in a clear and concise manner
  • use automated software applications
  • research methods, techniques, and/or sources of information
  • grammar, spelling and punctuation
 Supplemental Information:
  • This position will work 20 hours per week with no benefits.
  • Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
  • Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.

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