CLASSIFICATION DESCRIPTION CARVER COUNTY
SECTION I: GENERAL INFORMATION Position# B221
Position Title: PBX Specialist
Division / Department:
Administrative Services / Information Services Immediate Supervisor’s Position Title:
Records Mgmt. & Central Services Supervisor
FLSA Status: Non-exempt
Union Affiliation: AFSCME Job Summary:
Responsible for the internal county PBX technology and software. This position receives requests, does analysis and prioritizes requests for both phone and photocopy requests as received. Responsible for troubleshooting all desktop telephones, PBX and telecommunication issues; recommendation of any purchases of related equipment, and peripherals.
SECTION II. ESSENTIAL DUTIES AND RESPONSIBILITIES
Duty/Responsibility No: 1
Percent of Time: 70
Statement of duty/responsibility: Manage internal county PBX system.
Tasks involved in fulfilling above duty/responsibility:
• Maintains telephone sets, PBX software, and voice automation application. Proficient in operation of PBX Operations Manager software.
• Maintains phone database, makes adds, changes, deletes as needed. Recommends enhancements to the database application.
• Responsible for ensuring all county employees are properly trained on the efficient use of county telephone and voice automation application.
• Troubleshoots and resolves complex phone PBX service malfunctions, when needed works closely with vendor on problem resolution.
• Prepare management level reports detailing call reporting to ensure system performance is maintained at the highest quality.
Duty/Responsibility No: 2
Percent of Time: 15
Statement of duty/responsibility:
Provides technical support to other departments for specialized needs as required.
Tasks involved in fulfilling above duty/responsibility:
• Monitors and implements printing jobs from command workstations on computer systems for color jobs submitted by other departments.
• Accomplishes large copy projects for all departments, including but limited to, budget books and County fair materials.
• Operates various office equipment for specialized department needs, including but not limited to, copy equipment, folders, electronic paper cutter, paper punch machine, postage machine, personal computer, laminator, and poster maker.
• Maintains a variety of Records Management/Central Services Databases, including but not limited to, claims, fixed assets, and copy center databases.
• Prepares spreadsheets, reports and forms departmental and county use. • Maintains and orders departmental machines and equipment.
• Performs analysis and does vendor review of quotes for county owned photocopy and digital duplicating equipment.
Duty/Responsibility No: 3
Percent of Time: 10
Statement of duty/responsibility:
Provides administrative assistance and support to the Records Management & Central Services Supervisor and Information Services Manager.
Tasks involved in fulfilling above duty/responsibility: • Researches special project work as assigned.
• Performs complex clerical assistance to Records Manager and Information Services Manager. up to and including design and development of spreadsheets, department documentation manuals, PowerPoint presentations, and flat database development.
• Prepares and processes department invoices for claims processing.
Duty/Responsibility No: 4
Percent of Time: 5
Statement of duty/responsibility:
Performs other comparable duties of a like or similar nature as assigned.
Tasks involved in fulfilling above duty/responsibility:
SECTION III: WORK REQUIREMENTS AND CHARACTERISTICS
EDUCATION/KNOWLEDGE REQUIREMENT: Minimum education required to perform adequately in position could reasonably be attained only by completing the following:
REQUIRED EDUCATION/TRAINING (choose one)
less than high school diploma
DEGREE INFORMATION: Type of degree: (B.S., M.A., etc.)
X High school diploma or GED.
1 year college 2 years college
3 years college 4 years college
Major field of study or degree emphasis:
1st year graduate level 2nd year graduate level
Doctorate level
Essential knowledge and specialized subject knowledge required to perform the essential functions of the job:
• Basic fundamentals of administrative support functions and operations.
• Operations of switchboard operation and PBX technical management.
• Operation of general office equipment, machines, telecommunication equipment and basic office software and applications.
• Microsoft Office Suites
• General County administrative policies, functions, and services of the County organization.
• Fundamentals of record management.
• Strong customer service skills both written and oral.
Required Work Experience in Addition to Formal Education/Training:
1 year clerical experience; 1 year customer service
Required Supervisory Experience:
None
LICENSE/
CERTIFICATION
Identify licenses/certification required:
• Poster maker
• Software programs and the internet • Computers
• Miscellaneous department tools, materials, and equipment Skilled in:
• Oral and written communications.
• Conducting customer/client service functions. • PBX and switchboard operation.
• Operating all department tools, materials, and equipment.
• Maintaining the daily administrative details of the Central Services Department.
• Working independently with general supervision. • Handling confidential information.
• Keeping accurate records.
• Using a computer and software programs.
• Establishing and maintaining effective working relationships with department personnel, other County employees, and the public.
• Prioritizing and organizing a variety of responsibilities.
• Following written and oral instruction and completing tasks in a timely manner.
• Proofreading – grammar, spelling, and vocabulary. • Typing, data entering, and filing.
• Performing basic recordkeeping and recording functions.
RESPONSIBILITY FOR DIRECT SUPERVISION OF THE FOLLOWING POSITIONS
Titles of Positions Directly Supervised # of Employees
N/A
TOTAL: None (0)
RESPONSIBILITY FOR INDIRECT SUPERVISION:
N/A # of Employees
Unusual or hazardous working conditions related to performance of duties:
Toners, oil, and cleaning solvents.
Precautionary measures taken to avoid those unusual or hazardous working conditions:
Protective clothing and gloves.
HAZARDOUS WORKING CONDITIONS
Frequency of occurrence of unusual or hazardous working conditions:
Minimal
SPECIAL VISION REQUIREMENTS (Check any that apply):
Yes No
1. Close vision (clear at 20 inches or
less): X
2. Distance vision (clear at 20 feet or
more): X
3. Color Vision:
X 4. Depth perception:
X
PHYSICAL JOB REQUIREMENTS: Indicate according to essential duties/responsibilities
Employee is required to: Never 1-33%
Occasionally 34-66% Frequently 66-100% Continuously Stand X Walk X Sit X
Use hands dexterously (use fingers to handle, feel) X
Reach with hands and arms X
PHYSICAL JOB REQUIREMENTS: Indicate according to essential duties/responsibilities
Employee is required to: Never 1-33%
Occasionally
34-66% Frequently
66-100% Continuously Physical (Lift & carry):
up to 10 pounds X
up to 25 pounds X
up to 50 pounds X
up to 75 pounds X
up to 100 pounds X
more than 100 pounds X
SECTION IV: CLASSIFICATION HISTORY AND APPROVAL Classification History:
2003 New Classification – AFSCME Grade level – 10,
