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City of Georgetown
JOB DESCRIPTION
Job Title: Office Specialist Effective Date: 10/01/2012
FLSA Category: Non-exempt Revision Date: 07/08/2014
SUMMARY: Provides general administrative, secretarial, reception and customer service to the City Secretary’s Office,
Mayor and City Council, and support to the Management Services Division, as needed.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of
the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties
performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable
accommodations will be made as required. The job description does not constitute an employment agreement and is
subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to,
the following:
Monitors front desk for security and reception for City Hall and the City Secretary.
Answers multi-line telephone, provides information, takes messages or directs incoming calls to proper person or
department.
Provides assistance to walk-in customers at City Hall in a courteous and professional manner.
Provides accurate information to the publics; answers questions; takes and routes massages, as appropriate.
Determines the specific nature and details of complaints or concerns presented by citizens and directs and/or
coordinates the resolution of the complaint or concern through the appropriate staff member.
Maintains current knowledge of City philosophies, practices and procedures in order to direct quests and citizens
appropriately.
Processes customer/citizen emails, concerns and complaints through the City’s ACR System; determines and
transfers each inquiry to the appropriate staff member.
Provides secretarial support to City Secretary, Mayor and City Council, and others as needed.
Prepares documents, correspondence, forms, presentations, meeting minutes, purchase orders, spreadsheets,
budget documents, public information requests, meeting/interview schedules, etc.
Sorts and distributes mail for assigned departments.
Assists with the retention of records and files; processes automated and hard copy records and files consistent
with State of Texas records retention laws.
Maintains current knowledge of City and division administrative procedures.
Serves as backup to Administrative staff.
Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
Education, training and Experience Guidelines
High School diploma or equivalent. Two years of full-time experience in in a secretarial and heavy customer service
environment. OR Any combination of experience, education and/or training that provides the required knowledge, skills,
and abilities.
Knowledge of:
Effective customer services practices and principles.
And understanding of City and administrative policies and procedures.
Skill in:
Establishing and maintaining effective working relationships.
Comprehending and following oral and written instructions.
Communicating effectively, both orally and in writing.
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Reading and comprehending procedure manuals, policy statements, ordinances, internal and external
correspondence, memos, public information requests and website submitted citizens requests.
Editing and writing correspondence, reports, procedures, and presentations.
Performing basic mathematical calculations.
Utilizing computer and various software programs.
Setting priorities and making judgments regarding the urgency of situations and what steps are necessary to
handle incoming calls, mail and customer complaints, and or requests.
LICENSES AND CERTIFICATION REQUIREMENTS
N/A
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, kneeling, crouching,
crawling, bending, twisting, climbing, balancing, vision, hearing, talking, use of foot controls. Must be able to sit for an
extended time period;