Office Specialist

Position title: Office Specialist

Status: Full-Time Position

Salary range: $30,419.49 -- $42,232.12 annually

Department: Washtenaw County Sheriffs Office

Division: Police Services / Corrections

Grade: 54

Union affiliation: POAM

FLSA status: Non-exempt

Job summary:

Under the general supervision of a higher classified employee, the employee provides clerical support for the general operation of the Sheriffs Office. The employee will be required to use independent judgment in addition to proficiency in processing information and maintaining confidentiality of office records. New employee must be willing to work flexible hours.

Essential duties:

  • Performs detailed, varied and responsible office support work, which may require the exercise of independent judgment and the application of knowledge related to the department to which assigned.
  • Provides information to other agencies, the public or to Washtenaw County staff in person, over the telephone or by e-mail
  • Accepts and processes forms, verifies forms for completeness
  • May accept payments and provide an appropriate receipt
  • Organizes and maintains various files; locates information as required for the work of the Sheriffs Office; tracks the issuance of official documents; may purge files and/or prepare files/information for long term storage
  • Researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; may make arithmetic, statistical or payroll calculations
  • Enters and retrieves data and prepares reports using Microsoft Word, Microsoft Excel or Microsoft Access; may operate and maintain database or other automated files and systems
  • Types correspondence, reports, forms and specialized documents form drafts, notes, dictated tapes or brief instructions using a typewriter, word processor or computer; may compose standard correspondence independently
  • Preparing routine correspondence from brief instructions
  • Establishing and maintaining effective working relationships with those contacted in the course of the work
  • Maintains confidentiality of data processed
  • Performs other duties as assigned

Essential skills and experience:

  • Working knowledge of Microsoft Word, Microsoft Excel and Microsoft Access
  • Time management; the ability to organize and manage multiple priorities
  • Excellent interpersonal and communication skills
  • Strong team player

Physical demands:

While performing the duties of this job, the employee is required to walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; balance; stoop; talk or hear. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer and fax machine. Duties require vision to read printed materials and VDT screen. Duties require hearing and speech sufficiency to communicate in person, over the telephone or via e-mail.

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

The Sheriff's Office is a seven (7) day per week, twenty-four (24) hour per day operation. Work schedules may include nights, weekends, holidays and unanticipated overtime.  Office Specialists are required to work a flexible work schedule.

Education:

Possession of a high school diploma, or the equivalent with course work in office administration or business.

Experience:

A minimum of one (1) year of general clerical or office support experience required. Work experience in a public agency is strongly recommended.

Applicant must meet the following minimum qualifications to apply:

  • Possession of a valid Michigan Vehicle Operators license is required
  • Completion of the Washtenaw County clerical exam scoring in the 30th percentile
  • Completion of the Washtenaw County typing test at 55 wpm

Selection and Employment Standards for the position of Office Specialist:

Category: Good Moral Character
Standard: Possess good moral character as determined by a favorable comprehensive background investigation covering school and employment records, home environment, and personal traits and integrity.  Consideration will be given to all law violations, including traffic and law conviction, as indicating a lack of good moral character.  This includes arrest and expunged convictions.

Category: Driving History
Standard: Possess favorable comprehensive driving history. 
Disqualifiers: A total of 7 or more points on driving record within two years; Conviction of OUIL or impaired vehicle operation within five years; Two or more convictions of reckless/careless driving within two years; Loss of driving privilege through suspension or revocation of license due to an unsatisfactory driving record as defined by the Michigan Secretary of State operator's license point system within the last five years.

Category: Vision
Standard: Possess 20/20 corrected vision in each eye.  And, possess normal visual functions in each eye, including peripheral vision, depth perception, etc.
Additional: Each case shall be investigated to determine its extent and effect on job performance.

Category: Hearing
Standard: Pure tone air conduction sensitivity thresholds for each ear, as shown on the pure tone audiogram, shall not exceed a hearing level of 20 decibels at any of the following frequencies: 500, 1000, 2000, 3000 and 4000 Hertz.  Testing shall be performed by an audiologist at a hearing clinic accredited by the Professional Services Board of the American Speech-Language-Heraing Association or by an audiologist who has a Certificate of Clinical Competence. 
Additional: Each case shall be investigated to determine its extent and effect on job performance.

Category: Fingerprinting
Standard: Applicant will be fingerprinted with a search of state and federal fingerprint files to disclose criminal record.
Additional: This includes expunged convictions.

Category: Medical examination
Standard: Medical examination is conducted by a licensed physician to determine that the applicant meets medical standards.  The medical examination is completed following the issue of the conditional offer of employment.

Category: Drug Testing
Standard: Applicant will be tested for the illicit use of controlled substances. 

Required Examinations:

The position of Office Specialist requires completion of the Washtenaw County clerical and typing tests. Applicants must complete the clerical test scoring in the 30th percentile and pass the typing test at 55 wpm. Scores for both exams are valid for six months.

The clerical and typing tests are administered each Wednesday at 9:00 am at the Washtenaw County Library Learning Resource Center (LLRC). The LLRC is located at 4135 Washtenaw Avenue, Ann Arbor, Michigan. No pre-registration is required.

Applicants who do not meet the minimum qualifications when submitting an application will not be considered for employment. 

An Equal Opportunity Employer

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