Office Specialist

**THIS POSITION IS FOR TEMPORARY EMPLOYMENT.  THE INITIAL ASSIGNMENT IS IN THE CITY CLERK'S OFFICE**

Definition
Under general supervision, performs technical, complex, and/or specialized office support and project oversight to an assigned City department and/or division; may provide lead direction and/or training to a small office support staff on a project or day-to-day basis; provides information and assistance to staff and the general public; executes special projects and activities related to the department or division to which assigned; and performs related work as required.
 
Supervision Received and Exercised
Receives direct or general supervision from assigned supervisory or management personnel. Provides technical and functional direction to administrative and clerical positions.

Class Characteristics
This is an experienced, skilled office support class. Incumbents with well-developed office skills are expected to perform technical and specialized work requiring in-depth of knowledge of rules, regulations, policies, procedures and activities related to the department or division to which assigned and to apply them independently. The work includes lead direction of other office support staff on a project or day-to-day basis. This class is distinguished from the Office Technician in that the nature of the work of the latter classification is more transactional and has a comparatively narrow spectrum of work assignments. This class is distinguished from the Administrative Coordinator in that the nature, scope, and diversity of responsibilities of the latter class requires a broader understanding of department functions and the capability of relieving management of day-to-day office administrative and coordinative duties including the supervision of support staff.

Typical Duties
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 

When performing all assignments:

• Performs data entry on automated systems, including, but not limited to employee or population information, mailing lists, rosters, invoices, payroll data, work orders and purchase orders.
• Prepares correspondence, reports, forms, receipts, vouchers, work orders, and specialized documents related to the department/division to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.
• Prepares and distributes meeting agendas; takes and transcribes minutes; maintains department and/or official City records.
• Checks and tabulates standard arithmetic or statistical data; summarizes such information and prepares periodic or special reports.
• May direct and review the work of a small office staff on a project or day-to-day basis; may train staff in work procedures.
• Answers telephones and greets visitors; directs calls to appropriate staff or takes messages; makes referrals to other agencies or departments; and schedules meetings and conference rooms.
• Performs other duties of a similar nature or level.

When assigned to secretarial position:

• Provides office administrative support to management, supervisory and professional staff, including maintaining calendars, transmitting information, following-up on projects and ensuring that appropriate staff coverage is maintained.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects.

Knowledge of:

• Principles and practices of municipal management and government.
• Principles, practices, and procedures of public administration in a municipal setting.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Basic research and reporting methods, techniques, and procedures.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Computer applications related to the work.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone.

Ability to:

• Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact and discretion.
• Respond to and effectively prioritize multiple phone calls, and other requests/interruptions.
• Interpret and implement policies, procedures, technical processes, and computer applications.
• Evaluate programs and processes in order to determine optimum efficiency.
• Perform basic research and prepare reports and recommendations.
• Analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline procedures.
• Organize, maintain, and update office database and records systems.
• Enter and retrieve data from a computer with sufficient speed and accuracy.
• Compose correspondence and reports independently or from brief instructions.
• Establish and maintain a records management system.
• Make accurate arithmetic and statistical calculations.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone and in writing.
• Establish and maintain effective working relationships with those contacted in the course of the work.

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education 

Equivalent to the completion of the twelfth (12th) grade.

AND

Experience 

Three (3) years of general office support or secretarial experience.

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above. College level coursework related to the area of assignment is desirable.

Licenses and Certifications

• Specified position must possess and maintain a valid California class C driver's license and a satisfactory driving record.

Salary : $37 - $46