This class is responsible for processing data/information in support of an agency's operations.
Nature and Scope
This class reports to an administrative or technical superior. Assignments are stable in nature and are carried out in accordance with standard practices and general work instructions. Work at this level is completed using manual and automated information systems. Processing data includes entering, updating, modifying, deleting, retrieving/inquiring and reporting on data in established information systems or manual systems. Work is done in support of agency operations. Agency operations include but are not limited to administrative support functions such as accounting, human resources, fleet management, procurement, contracts and related support areas or line operations such as revenue/tax, medical/institutional, human/social services, transportation, public safety and other agency operations.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Processes information to include sorting, coding, entering, modifying, deleting, filing and retrieving data; establishing new files and new filing systems; maintaining control of data and conducts follow-up to maintain continuity of operations; purges and disposes of data/records.
Interacts with the public, clients, vendors, agency staff and others to respond to inquiries and to process information/data. May schedule appointments, coordinate conferences, hearings, travel, and related office activities.
Explains standard forms, policies, procedures, agency services, systems and basic program requirements; screens complaints and provides basic technical guidance to State agencies and the public; refers individuals to appropriate agencies.
Collects and compiles data to prepare reports; may compose and type routine correspondence.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of applicable agency programs, procedures, policies, services, systems and operations.
Knowledge of the methods and techniques for eliciting and disseminating information.
Knowledge of keyboard operations and document formatting.
Knowledge of agency filing and information systems.
Knowledge of office practices and procedures.
Knowledge of grammar, punctuation and spelling.
Knowledge of basic mathematical calculations.
Knowledge of legal, medical, scientific or other technical terminology.
Skill in filing and searching files/records for information.
Skill in verifying, recording, processing and compiling data accurately and resolving discrepancies in records.
Skill in operating a variety of office machines and equipment including but not limited to computers, copiers, and telephone systems.
Ability to learn how to use agency information systems.
Ability to perform a variety of duties efficiently and accurately.
Ability to communicate effectively in oral and written form.
Ability to compose routine memoranda.
Ability to schedule appointments and make arrangements for travel, hearings, conferences and similar activities.
Ability to compile routine reports from records/files maintained.
JOB REQUIREMENTS for Operations Support Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Six months experience in office operations such as operating office machines, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance; maintaining and updating supplies.
Knowledge of data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
Knowledge of record keeping.
Knowledge of using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.