Office Support Specialist

Broward County, Florida
$39,420.78 - $62,916.46 Annually
medical insurance, dental insurance, life insurance, vision insurance, vacation time, paid holidays, sick time, retirement plan
United States, Florida, Fort Lauderdale
115 South Andrews Avenue (Show on map)
Nov 13, 2024
REQUIREMENTS AND PREFERENCES The Broward County Board of County Commissioners is seeking qualified candidates for Office Support Specialist in the Office of Medical Examiner and Trauma Services (OMETS). This announcement will remain active until a sufficient number of applications has been received and may close at any time. Specifically, this position: Performs a variety of specialized office support work involving the use of a personal computer, a variety of software applications, and other office equipment at the Office of Medical Examiner and Trauma Services (OMETS). Interacts with the public, County staff, or vendors in order to obtain goods or services, assist in using agency or postal delivery services, equipment, programs, and/or facilities, collect fees, answer questions, identify service needs or locate missing materials. Prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public. Processes all public record requests for medical examiner reports, agency materials/information received by phone, fax, email, or in person in order to provide patrons with requested materials/information. Files a variety of medical examiner reports, correspondence, documents, requests received, and other forms and materials in order to provide documentation of activities and comply with agency and State records management, and agency operating policies and procedures. Maintains adequate amounts of a variety of supplies, materials and equipment in order to ensure availability of items needed for efficient operation. Reviews timecards, leave requests, and related documents in order to ensure medical examiner employees are paid correctly and leave balances are accurate. Sets up and maintains a variety of manual and/or electronic files in order to facilitate case or work management and tracking and facilitate storage and retrieval of information. Sorts mail and subpoenas direct it to the appropriate party in OMETS; proofreads printouts, summary reports, or on-screen data in order to identify data entry errors; opens files for new cases in order to facilitate case management and tracking. Retrieves information and summary reports from a variety of databases or spreadsheets in order to facilitate data and trend analysis, and/or provide data or information to staff, County officials, and/or the public. General Description Performs a variety of specialized office support work involving the use of a personal computer, a variety of software applications, and other office equipment. Works under close to general supervision according to set procedures, but determines how or when to complete tasks. Minimum Education and Experience Requirements Requires six (6) months of clerical or closely related experience. Preferences Knowledge of medical examiner operations. Experience with Public Records Request Records Management Peoplesoft experience DUTIES AND RESPONSIBILITIES The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary. Interacts with the public, County staff, or vendors in order to obtain goods or services, assist in using agency or postal delivery services, equipment, programs, and/or facilities, collect fees, answer questions, identify service needs or locate missing materials. Prepares a variety of correspondence, notifications, forms, meeting minutes, and related documents in order to communicate information to staff and/or the public; processes requests for agency materials/information received by phone, fax, email, or in person in order to provide patrons with requested materials/information. Files a variety of correspondence, documents, requests received, and other forms and materials in order to provide documentation of activities and comply with agency and State records management, and agency operating policies and procedures. Maintains adequate amounts of a variety of supplies, materials and equipment in order to ensure availability of items needed for efficient operation. Reviews time cards, leave requests, and related documents in order to ensure employees are paid correctly and leave balances are accurate. Sets up a variety of manual and/or electronic files in order to facilitate case or work management and tracking and facilitate storage and retrieval of information. Sorts mail in order to determine which mail processor to use and/or direct it to the appropriate division/person; proofreads printouts, summary reports, or on screen data in order to identify data entry errors; opens files for new cases in order to facilitate case management and tracking. Retrieves information and summary reports from a variety of databases or spreadsheets in order to facilitate data and trend analysis, and/or provide data or information to staff, County officials, and/or the public. Performs related work as assigned. WORK ENVIRONMENT Physical Demands Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. Performs light work that involves walking or standing most of the time and involves exerting up to 20 pounds of force on a regular and recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of electronic office equipment within moderate tolerances or limits of accuracy. Unavoidable Hazards Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken. None. SPECIAL INFORMATION Competencies Plans and Aligns Plans and prioritizes work to meet commitments aligned with organizational goals. Adopts a sequence of activities that allows for optimal efficiency and effective coordination with others. Makes skillful use of resources and support to deliver efficient, high-quality work. Ensures Accountability Holds self and others accountable to meet commitments. Accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others. Drives Results Consistently achieves results, even under tough circumstances. Does what is necessary to meet goals and deliver expected results with acceptable quality. Shows consistent effort to complete even unpleasant or routine tasks in a timely manner; maintains work focus despite obstacles or setbacks. Manages Conflict Handles conflict situations effectively, with a minimum of noise. Disagrees with others in a respectful and tactful manner; handles conflicts and differences of opinion in a calm, composed manner; rebounds from conflicts without animosity. Interpersonal Savvy Relates openly and comfortably with diverse groups of people. Maintains an open, friendly, and accepting demeanor when interacting with others; starts conversations and builds rapport; listens attentively and responds non-defensively when given advice, instruction, or critical feedback. Communicates Effectively Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Seeks out others' perspectives and asks good questions. Shares information that people want to know; gives appropriate context and details when speaking. Organizational Savvy Maneuvers comfortably through complex policy, process, and people-related organizational dynamics. Gains a basic understanding of how to get things done; seeks guidance to understand the organization and to find needed information. Works in a way that basically aligns with the culture. Demonstrates Self-Awareness-Awareness Uses a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses. Seeks and responds to constructive feedback in a positive and professional way. Seeks to understand own impact on others; acknowledges mistakes and finds ways to avoid repeating them. County Core Values All Broward County employees strive to demonstrate the County's four core behavioral competencies. Collaborates: Building partnerships and working collaboratively with others to meet shared objectives. Customer focus: Building strong customer relationships and delivering customer-centric solutions. Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity. Values differences: Recognizing the value that different perspectives and cultures bring to an organization. Americans with Disabilities Act (ADA) Compliance Broward County is an Equal Opportunity Employer committed to inclusion. Broward County is committed to providing equal opportunity and reasonable accommodations to qualified persons with disabilities. We support the hiring of people with disabilities; therefore, if you require assistance due to a disability, please contact the Professional Standards Section in advance at 954-357-6500 or email Profstandards@broward.org to make an accommodation request. Emergency Management Responsibilities Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned. County-wide Employee Responsibilities All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies. All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.