Yakima County Human Resources

  • 121-XXX Office Specialist - Public Services Administration

    Working Title
    Office Specialist
    Location
    US-WA-Yakima
    Type
    Regular Full Time Budgeted
    Department
    Public Services-Administration
    Hours/Week
    40
    Required Testing/Exercises
    Typing testGrammar if qualifiedMeeting Summary if qualified
    Union
    CTP
    Open Date
    11/6/2018
    Close Date
    11/16/2018
    Compensation
    $16.74 per hour
  • Overview

    There is one opening with the Yakima County Public Services Administrative Division.  This Position is responsible for providing higher-level administrative clerical support to Public Services divisions (e.g., Water Resources, Building, County Roads, Planning) and to various County boards, commissions and special committees as assigned. This recruitment may be used to fill future vacancies that occur within 90 days of the closing of this position.

     

    This position requires a Grammar, Alpha/Numeric and a typing test with a minimum of 35 net wpm to be taken in Yakima County Human Resources, 128 N 2nd Street, Room B-27. This must be completed by 3:30pm on the closing date.

     

     

    Responsibilities

    Essential Job Functions:

    Creates, summarizes, edits and distributes a variety of correspondence, reports, written decisions, legal documents and forms. (Other duties may include coordinating, preparing and finalizing Public Services’ weekly Commissioner Agenda items or employee recruitment paperwork; drafting and finalizing public notices and correspondence; and/or drafting grant status reports or regulatory compliance reports for senior staff review)

     

    Prepares various legal documents to ensure validation of form for recording, checking for accuracy, timeliness and completeness to be in compliance with governing laws, rules, regulations and standards. (Depending on incumbent’s area of expertise, assignments may include receiving, coordinating and processing Franchise, Right-Of-Way Use and Special Motor Vehicle permit applications; processing payment authorizations and administrative offers; processing Boundary Review Board and/or Hearing Examiner documents.

     

    Takes and transcribes minutes and/or records hearings; prepares meeting summaries and prepares and distributes follow-up materials. (Other duties may include recording/transcribing Boundary Review Board or Hearing Examiner hearings; and/or preparing meeting summaries for various Public Services public meetings based on incumbent's area of expertise).

     

    Creates and maintains electronic and paper filing systems. Maintains filing systems by organizing, archiving, deleting, purging and/or destroying records in accordance with established procedures. (May include maintaining the Small Works Roster, setting up on-line bid projects, assisting with Planning records and similar).

     

    Schedules hearings, bid openings, meetings and/or rooms; makes travel or event arrangements; arranges for inventory and orders office supplies. Tracks calendars and schedules appointments. Maintains Public Services Public Web Calendar.

     

    Greets, answers and directs public inquiries to appropriate staff or division within the Public Services department. Performs other job related duties as assigned.

     

     

    Qualifications

    Experience & Training:  High School Diploma or G.E.D certification and three years general office or related experience or an equivalent combination of education and experience in a general office environment which provides knowledge, skills and abilities sufficient to successfully perform the essential duties of the job. Provide Valid WA State Drivers License and proof of insurance if requested. 

     

    Required:  Typing/keyboarding speed of 40 words per minute.

    Required:  Proficiency with Microsoft Word, Outlook and Excel.

    Preferred: Proficiency with Tidemark (or similar database).

      

    This position is a  Yakima County Public Services Department Clerical, Technical & Professional Employees Group Bargaining Unit Position.

     

      

    Working Conditions/Physical Requirements:   Duties are performed in an office setting. Positions in the class typically require: stooping, kneeling, crouching, reaching, mobility, fingering, grasping, talking, hearing, seeing and repetitive motions. Sedentary work: exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.  Sedentary work involves sitting, most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

     

    Special Note: Will be required periodically and with advanced notice to work outside of standard business hours and at alternate work locations.

     

    Equipment Operated: Computers; multiline, computer-based phone system; calculators, fax machines, photocopiers, calculator, labeler, printers, other basic office equipment and operation of a passenger vehicle.   

     

    Minimum Qualifications:

    Knowledge of: Grammar, spelling, and punctuation; file maintenance techniques; customer service techniques; phone etiquette; scheduling; methods of taking minutes, inventorying and ordering supplies; and administrative office procedures.

     

    Skills in: Use of computers; Word and Excel applications; office equipment; coordinating activities, case work and schedules; Multi-tasking in a customer service environment; applying customer service techniques to resolve issues; working as a member of a team, organizing time and documents; paying attention to detail and accuracy; establishing and maintaining an effective interpersonal relationship(s) at all organizational levels, with the public and co-workers; and communication sufficient to give and receive information.

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