Office Specialist Jobs

Are you looking for career opportunities that provides top-notch benefits including paid vacation and sick leave, outstanding health and dental insurance, a free health clinic for you and your dependents, a generous retirement plan, and much more? Then bring your talents and leadership to Travis County!

The Office Specialist is under moderate supervision, performs moderately complex clerical and administrative support tasks involving some independent judgment. Performs a variety of administrative, technical or analytical work of a specialized nature in furtherance of department mission. Performs research and analysis. Performs general office functions. Provides direction and information to the public on department and County procedures, regulations and policies. Maintains document, file, and record retrieval systems.

• Performs other job-related duties as assigned.
• Performs receptionist duties, answers telephone, directs calls, office errands and takes and relays accurate messages. Logs phone calls and visitors. Greets and receives the public. Answers general questions about the department, its functions and activities, and its interrelationships with County departments and outside agencies. Refers individuals to appropriate persons, departments, or agencies.
• Performs general office functions. Writes and prepares correspondence. Performs and conducts research and interpretation of data. Proofs documents and performs quality control reviews. Opens and distributes incoming mail, prepares mail outs, and maintains mailing lists. Maintains office schedules and appointments. Makes copies, does filing and sends faxes. Performs data entry on a regular basis. Schedules meetings, conferences and facilities. May assist with department personnel functions. Performs general office activities, such as ensuring facility availability, opening and closing doors, assisting in administrative staff support. Participates in complex/technical administrative projects with staff as directed. Assists with specialized or difficult work activities of subordinates or other staff members, such as mileage and travel/training requests and submittals. Responds to technical administrative questions, and ensures necessary follow-up.
• May translate for Spanish speaking clients. Serves as a notary public. Orders and purchases office supplies.
• Maintains effective document, file, and record retrieval systems. Maintains accountability for paper and electronic files. Creates, compiles, retrieves and disseminates information using computer and paper files. May be responsible for record storage. May maintain records and files for microfilming. May be responsible for scanning documents and managing indexed files. May serve as timekeeper.
• Applies functional knowledge to analyze and respond to matters requiring basic knowledge of department policies and procedures. Performs research and analysis in furtherance of program and department goals. Gathers information and statistical data. Creates databases and generates reports using spreadsheets, databases, and word processing and presentation software.
• Provides direction and information to the public on department and County procedures, regulations and policies. Records transactions and maintains manual and computerized journal entries. Processes financial reports, including receipts, claims, and disbursements. Receives, posts and issues receipts for fee payments or other charges and submits monies and pertinent information to appropriate departments.

Education and Experience:
High School diploma or G.E.D. AND three (3) years of responsible office/clerical experience, including the operation of computer equipment to include word processing, spreadsheets, databases and a variety of software packages;
OR,
Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
Licenses, Registrations, Certifications, or Special Requirements:
None required.
Knowledge, Skills, and Abilities:
Knowledge of:

• Business English, spelling and arithmetic, letter writing, grammar and punctuation and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.
• Policies, practices, procedures and terminology of assigned function.
• Customer service etiquette.
• Computer equipment to include word processing, spreadsheets, databases and a variety of software packages.
• Modern office/clerical practices, procedures, and methods.
• Principles and procedures of record keeping.
• File management and techniques.

• Performing cashier duties, such as receiving cash, issuing and posting receipts for fee payments or other charges.
• Processing financial reports, including receipts, claims, disbursements, travel, purchasing and mileage submittals.
• Both verbal and written communication.
• Conducting research and presenting information.
• Operating a variety of modern office equipment, including a computer.

• Establish and maintain effective working relationships with departmental clientele, representatives of outside agencies, other County employees and officials, and the general public.
• Create effective filing systems, and retrieve and disseminate information.
• Compile data and write clear and comprehensive reports.
• Understand and carry out verbal and written directions.
• Perform multitasking.

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination, and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.
Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.
This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.
Work Hours: 8:30 AM - 5:30 PM; Monday through Friday.
Location: 411 W 13th Street, Austin, TX
Department: Pretrial Services
Criminal Background Check, Education, and Employment History Check Required.