Job Title: Office Support Specialist
| Reports to: | Supervisor |
| Job Group: | Non-Instructional Non-Bargaining |
| FLSA: | Exempt |
| Job Code: | 6335 |
| Salary Schedule: | PG07 |
JOB GOAL
Under general direction, responsible for performing highly responsible, varied, more complex clerical and administrative work to support the assigned department while maintaining strict confidentiality.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide operational support with minimal direction while maintaining strict confidentiality.
- Assist with managing departmental budgets, including, but not limited to, collaboration with projection for future year expenditures based on District needs.
- Oversee vendor quotes, contracts, and invoicing for the department.
- Assist with various accounting functions, including, but not limited to, journal entries, processing corporate card transaction data, and reconciling accounts.
- Supervise department inventory functions, including, but not limited to, acquisition, system entry, and reconciliation.
- Manage and maintain various department calendars, and coordinate and schedule meetings, meeting rooms, and required equipment.
- Coordinate travel arrangements and prepare and process expense reports for travel.
- Manage human resource and payroll functions, including, but not limited to, management of new hires and internal transfer requests, and ensure time entry and leaves are entered for all department employees in order to meet payroll deadline.
- Provide bookkeeping support to schools and district departments and ensure established policies and procedures are followed consistently throughout the District.
- Oversee essential record-keeping tasks to organize and maintain department information and filing systems.
- Create, maintain, and verify accuracy of various departmental reports and databases as requested.
- File various documents and records as instructed by departmental guidelines and retrieve files upon request.
- Establish, collect, organize, and maintain data pertaining to assigned clerical tasks and compose departmental reports as requested.
- Design, update, and review existing forms and procedures and update as necessary.
- Answer inquiries concerning departmental activities and operations; accept, screen, and route telephone calls and emails; and greet and direct visitors.
- Assist with the resolution of minor routine administrative and operational situations.
- Contact preparers of source documents to resolve questions, inconsistencies, or missing data.
- Demonstrate initiative in identifying potential problems or opportunities for improvement and take appropriate action.
- Perform other duties as assigned.
MINIMUM REQUIREMENTS
KNOWLEDGE, SKILLS & ABILITIES
- Ability to work independently to carry out assignments to completion
- Working knowledge of budgeting and purchasing processes
- Ability to communicate effectively with a variety of audiences, orally and in writing, including electronic media
- Operating knowledge of computer programs, including email, word processing, spreadsheets, and databases
- Excellent time management skills and ability to organize, prioritize, manage, and carry out duties efficiently and within established timeframes
- Ability to establish and maintain collaborative working relationships with all stakeholders
EDUCATION, TRAINING & EXPERIENCE
- High School diploma or General Education Degree (GED) from an accredited institution
- Two years' experience of data entry or secretarial work in an office or business setting
OR
- Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties of the position
CERTIFICATES, LICENSES & REGISTRATIONS
- None
PREFERRED QUALIFICATIONS
- Associate Degree from an accredited institution in Business, Office Administration, or related field
- Three years' experience of data entry or secretarial work in an office or business setting
SUPERVISORY RESPONSIBILITY
None
PHYSICAL REQUIREMENTS
Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as light work.
PHYSICAL ACTIVITY
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is required to sit, talk, and hear; stand and walk; use hands to finger, handle, or feel; reach with hands and arms. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and the ability to adjust focus.
WORKING CONDITIONS
Indoors: The worker is subject to inside environmental conditions. There is protection from weather conditions but not necessarily from temperature changes.
MACHINES, TOOLS, EQUIPMENT
General office equipment, including personal computers, fax machines, copiers, telephones, etc.
TERMS OF EMPLOYMENT
Salary and benefits shall be paid consistent with the District’s approved compensation plan. Length of the work year and hours of employment shall be established by the District.
Performance of the job will be evaluated in accordance with provisions of the School Board’s policy on evaluation of personnel.
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
Pasco County Schools will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.
