Office Support Specialist IV

This is highly responsible specialized office support work.

Employees serve as personal administrative assistants to department directors or higher level division managers, perform as lead workers over other office personnel, or perform highly specialized, technical research and document preparation functions in a central services component. Duties are of considerable difficulty and involve complex administrative assignments, often in support of departmental staff and major governing boards in addition to the supervisor. Work products are often used in policy making and legal proceedings, necessitating a high degree of accuracy, completeness, and conformance. Employees must be very proficient in use of computers, grammar, and composition. Some positions require that employees take and transcribe dictation. Although under direction, many tasks are performed independently requiring considerable initiative and independent judgment because of the highly responsible, confidential nature of work assignments. In addition, importance is placed on an employee’s ability to screen and establish priorities on matters being brought to the attention of the supervisor, based on acquired knowledge of the operation of the department. Employees are also required to control and maintain important and sensitive records. Work is reviewed through conferences, observation, and results obtained.

Relieves supervisor of many administrative details in matters not requiring policy decisions; provides information concerning established policies and procedures; responds to complaints or refers to appropriate respondent; participates in information searches and compiles data on assigned projects; verifies accuracy of records/data.

Utilizes computer to prepare correspondence, memoranda, reports, and other technical materials as directed and from rough draft where required; edits materials to be typed to ensure proper grammar and punctuation, improve clarity, and correct inaccuracies; proofreads own work; composes correspondence independently or from general outlines; develops forms and highly technical documents utilizing specialized computer software.

Where required: takes and transcribes dictation; transcribes materials from recording media; attends high level meetings and conferences as recording secretary; serves as administrative and/or recording secretary for major governing boards.

Screens and routes telephone calls and visitors; answers questions on the phone or in person to requests for information from the public, city, or other agencies; opens and distributes mail; maintains calendar of appointments; schedules meetings and conferences to include preparing travel documents when needed; establishes and maintains files, control logs, and other office records.

Orders and distributes supplies; maintains physical inventory of supplies, forms, and equipment; processes purchase requisitions; prepares and/or monitors administrative and specialized budgets for department; prepares cash receipts and deposits monies; prepares records for archiving.

Serves in lead capacity over lower-level clerical personnel; assigns, directs and reviews work; recommends employment, performance appraisals, and discipline.

Operates, cleans, and performs minor adjustments and limited maintenance on a variety of office machines and related equipment; coordinates maintenance, repair, and servicing of equipment and/or facilities.

Performs related work as required.

Considerable knowledge of: business English, mathematics, and accepted practices of grammar and composition; standard office practices, equipment usage, and procedures; operation of computer equipment and related software.

Working knowledge of: rules, regulations, administrative procedures, policies, and functions of the assigned department.

Ability to: compose, edit, and correct draft correspondence and reports; understand and follow complex oral and written instructions; maintain files and records; prepare reports; lead and train clerical personnel; establish and maintain effective working relationships with others.

Ability and skill in: typing, if required; operation of computers; taking and transcribing dictation, if required; operation and minor maintenance of office machinery and equipment.

Graduation from an accredited high school and five (5) years of office or secretarial experience including experience in operation of computers; or an equivalent combination of training and experience. Typing and dictation skills are required for some positions.

Possession of a valid drivers license might be required.

Performance Test of typing ability.

Written Test (Time Limit: 1-1/2 hours). A pre-employment test is required for all applicants considered eligible per the posted minimum qualifications. Following submission of your application, you will receive email notification of your eligibility status within three (3) business days. Applicants who meet minimum eligibility requirements will be provided test registration information. If you do not receive an eligibility status update within three (3) business days, contact Employment Services at 813-274-8911 for further assistance.

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

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