Office Specialist - Hourly

This is a part-time, FLSA non-exempt position with Carson City Community Development located in Carson City, NV. Under general supervision, provides technical, complex or specialized office support to various City departments.

** This recruitment will remain open until recruitment needs are satisfied. Individuals are encouraged to apply immediately, as hiring may occur early in the recruiting process. Recruitment will close without notice when a sufficient number of applications are received or a hiring decision has been made. ** 

Please Note: Human Resources determines whether or not you meet the minimum qualifications for the job based on your experience as you describe it on your application. Do not substitute a resume for your application, or write "See Attached Resume" on your application. We do not review resumes, unless specifically stated on the job announcement. Qualifying education and experience must be clearly documented in the "Education and Work Experience" section of the application. Applicants not meeting these requirements will not be considered for employment.

This class specification lists the major duties and requirements of the job and is not all-inclusive.  Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.
 

• Performs complex technical and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the department to which assigned.
• Uses a computer to develop and manage databases and/or spreadsheet files and to develop special report formats.
• Reviews and reconciles varied reports and journals and budget, payroll or related financial or business data.
• Maintains varied subsidiary ledgers, auditing and reconciling reports and information and posting data as required; may generate general ledger entries.
• Determines the amount of bails, fines, fees and other monies due to the City, applying rules and regulations; ensures that receipts are balanced on a regular basis.
• Researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations.
• Conducts specific projects related to the department or office to which assigned; may obtain and/or provide information from other organizations, summarize such information and prepare recommendations.
• Provides information to the public or to City staff that requires the use of judgment and the interpretation of policies, rules or procedures.
• Arranges meetings by notifying attendees, reserving rooms and making lodging and/or meal arrangements.
• Organizes, maintains and purges various departmental files.
• Prepares and types correspondence, reports, forms, contracts and specialized documents from drafts, notes, dictated tapes, or brief instructions; may provide secretarial support on a relief basis.
• Proofreads and checks typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
• May train others in work procedures or direct the work of others on a project or relief basis.
• Enters and retrieves data and prepares reports using a computer; reviews such reports for accuracy and makes corrections as required; operates standard office equipment.
• Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a work team.
• Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call; provides information which requires the use of judgment and interpretation of policies, rules and procedures.
• May perform technical support work related to the department to which assigned.
• Maintains accurate records and files; assists in the maintenance of official City records; compiles information and prepares special and periodic reports related to the work performed.
• Uses standard office equipment, including a computer, in the course of the work.
• Demonstrates courteous and cooperative behavior when interacting with the public and City staff; acts in a manner that promotes a harmonious and effective workplace environment.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.
 
Education and Experience:
Equivalent to a High School Diploma or GED; AND two (2) years of clerical experience; OR an equivalent combination of education, training and experience as determined by Human Resources.
 
REQUIRED CERTIFICATES, LICENSES, AND REGISTRATIONS:

• None

 
Required Knowledge and Skills
Knowledge of:

• Policies and procedures of the department to which assigned.
• Use of specified computer applications involving word processing, data entry and/or standard report generation.
• Financial record keeping and bookkeeping practices and techniques.
• Use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats.
• Business arithmetic; applicable regulations, policies and statutes.
• Office administrative practices and procedures.
• Business letter writing and the standard format for typed materials.
• Record keeping principles and practices.
• Correct business English, including spelling, grammar and punctuation.
• Techniques for dealing with a variety of individuals from various socio-economic, ethnic and cultural backgrounds, in person and over the telephone.

Skill in:

• Performing technical, specialized, complex, difficult or technical office support work.
• Reviewing financial documents for completeness and accuracy.
• Reviewing, posting, balancing and reconciling financial records.
• Maintaining accurate financial records and preparing accurate and timely reports
• Reading, interpreting and explaining rules, policies and procedures.
• Analyzing and resolving varied office administrative problems.
• Organizing, maintaining and researching office files.
• Composing correspondence independently or from brief instructions.
• Compiling and summarizing information and preparing periodic or special reports.
• Using initiative and independent judgment within established procedural guidelines.
• Organizing own work, setting priorities and meeting critical deadlines.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
• Dealing successfully with commissioners, city staff at various levels, the public, in person and over the telephone.
• Establishing and maintaining effective work relationships with staff, coworkers, contractors and the public.

 
SUPERVISION RECEIVED AND EXERCISED:
Under General Supervision - Incumbents at this level are given assignments and objectives that are governed by specifically outlined work methods and a sequence of steps, which are explained in general terms. The responsibility for achieving the work objectives, however, rests with a superior. Immediate supervision is not consistent, but checks are integrated into work processes and/or reviews are frequent enough to ensure compliance with instructions.
 
PHYSICAL DEMANDS & WORKING ENVIRONMENT:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Mobility to work in a typical office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials; and hearing and speech to communicate in person or over the telephone; exposure to traffic conditions and external environment when traveling from one office to another.CONDITIONS OF EMPLOYMENT:
 

1. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
2. This is an "at will" position and as such, the employee may be terminated at any time for any reason, or no reason.
3. Any City employee may be required to stay at or return to work during emergencies to perform duties specific to this classification or to perform other duties as requested in an assigned response position. This may require working a non-traditional work schedule or working outside normal assigned duties during the incident and/or emergency.
4. Employees may be required to complete Incident Command System training as a condition of continuing employment.
5. New employees are required to submit to a fingerprint based background investigation which cost the new employee $48.25 and a drug screen which costs $36.50.  Employment is contingent upon passing the background and the drug screen.
6. Carson City participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant's Form I-9 to confirm work authorization.  All candidates who are offered employment with Carson City must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment.  Please be prepared to provide required documentation as soon as possible after the job offer is made.  For additional information regarding acceptable documents for this purpose, please contact Human Resources at 775.887.2103 or go to the U.S. Citizenship and Immigration Services web page at www.ucis.gov.
7. Carson City is an Equal Opportunity Employer.