Office Support 4

POSITION SUMMARY:

Office support position primarily responsible for completing work for the Coroner, Chief Deputy and Assistant Chief Deputies in the Coroner’s Office. Performs paraprofessional work related to the department processes and confidential staff documentation with minimal supervision while ensuring that necessary follow-up actions are completed. 

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Assist the Coroner, Chief Deputy, and Assistant Chief Deputies as needed.
• Responsible for all Oracle duties, including processing Accounts Payable and Accounts Receivable; purchasing office and coroner supplies; and preparing the office budget.
• Audit and process check requests and expense reports.
• Process all record requests.
• Prepare and issue monthly billing to funeral homes.
• Compile complex statistical data from a variety of sources and enter statistical or operational data; assist with compiling reports.
• Monitor and update the office website as needed to ensure information is current and accurate, as well as monitor website inquiries.
• Maintain office supplies; receive deliveries and organize and stock items in designated areas.
• Perform general clerical duties including filing, scanning, copying, and data entry.
• Answer and direct phone calls; take messages as needed.
• Prepare, review, and proofread documents for accuracy, spelling, and grammar.
• Support staff with administrative tasks and special projects as assigned.
• Maintain organized records and ensure confidentiality of sensitive information.
• Provide general customer service to visitors and handle requests as needed.

MINIMUM EDUCATION AND EXPERIENCE:

• High school diploma or G.E.D. certification from a recognized issuing agency.
• Two (2) years of experience in advanced typing and office practices, including working with varied computer applications.
• Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.

Work Schedule:

• Part-time hours may vary based on operational needs.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Proficiency in Microsoft Office or similar software
• Strong organizational skills and attention to detail
• Effective communication and interpersonal skills
• Ability to work independently and manage time efficiently
• Strong verbal and written communication skills
• Ability to perform routine clerical and administrative tasks
• Knowledge of standard office methods, practices, and procedures
• Typing proficiency with a high degree of accuracy
• Ability to understand and follow oral and written instructions
• Ability to establish and maintain effective working relationships with employees and the public
• Working knowledge of laws and regulations applicable to county government
• Ability to handle stress
• Ability to manage confidential information
• Physical presence in the office is required

PHYSICAL DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, speaking, and hearing, as well as using hands to handle, feel objects, tools, or controls, and reaching with hands and arms. Vision requirements include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 25 pounds a distance of 50 feet or less.

WORKING ENVIRONMENT:

Normal cubicles and individual office environment. Work is primarily performed during regular business hours; however, occasional evening or weekend work may be required based on the department’s needs. Travel within the assigned service area may be required. The position may require working in moderately noisy to loud environments, including cubicles and communal workspaces, and participating in frequent collaborative team meetings. The work environment may include a fast-paced setting with frequent interruptions, changing priorities, and interactions with employees, the public, and other stakeholders. While working in the Coroner’s office, certain conversations can be heard regarding case information, which is very sensitive in nature. This information must be kept in the strictest confidence.

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.