Office Specialist II

Job Description

Office Specialist II

VTAs Regional Transportation Services Department is seeking an Office Specialist II to support the administration of the ACCESS Paratransit program and contracted services. This role is essential in ensuring the smooth operation of paratransit services by providing administrative support coordinating documentation and assisting with contract oversight. The Office Specialist II will play a key part in helping the team deliver high-quality reliable service to riders with disabilities while supporting compliance and operational efficiency within ACCESS Paratransit.

The Division

Under the direction of the Chief Operating Officer the Operations Division operates analyzes maintains and manages VTAs bus and rail transit system and facilities. It also oversees contracted shuttle and ADA paratransit services.

Operations consists of the Chief Operating Officers Administrative unit - Operations Administration - as well as Bus & Rail Transit Operations Bus & Rail Transit Maintenance Special Event Service FacilitiesMaintenance Operations Analysis Reporting & Systems andRegional Transportation Services.

Together Operations comprises 14 functional units - Operations Administration; Bus & Rail Transit Operations; Service Management; Rail Maintenance; Bus Maintenance; Way Power & Signal Maintenance; Facilities Maintenance; Maintenance Engineering; Warranty & Quality Assurance; Regional Transportation Services; and Operations Analysis Reporting and Systems.

Definition

Under limited supervision the Office Specialist II performs a wide variety of moderately complex and responsible assignments requiring comprehensive knowledge of the organizational activities operations methods and processes of a work unit.

Distinguishing Characteristics

This is a journey-level clerical classification. This classification differs from the next lower class of Office Specialist I in that the duties of the Office Specialist II are more difficult and complex than those of the Office Specialist I. Incumbents in this class have a comprehensive knowledge and understanding of the clerical processes and procedures of the work unit and they use independent judgment and discretion in determining the appropriate course of action. The Office Specialist II is used as a timekeeper for work units throughout VTA.

Ideal Candidate and Preferred Qualifications :

We are seeking a highly organized and dependable Office Specialist II to support the Regional Transportation Services (RTS) Department which oversees the ACCESS Paratransit program and contracted service operations. The ideal candidate thrives in a fast-paced environment brings strong attention to detail and enjoys providing reliable administrative support that helps ensure quality service for riders with disabilities.

This individual is a clear communicator adaptable to changing priorities and comfortable working both independently and as part of a team. They are proactive in maintaining accurate records supporting contract compliance and assisting with rider and contractor communications. A strong customer service mindset and commitment to accessibility are essential.

Preferred Knowledge and Skills :

• Administrative Support : Experience with preparing reports organizing meetings drafting correspondence and maintaining accurate records.
• Contract / Program Support : Familiarity with contract compliance tracking deliverables and supporting service oversight functions.
• Communication Skills : Strong written and verbal communication; ability to respond professionally to staff contractors and the public.
• Customer Service : Experience assisting diverse populations ideally including seniors and individuals with disabilities.
• Technology Proficiency : Skilled in Microsoft Office Suite (Word Excel Outlook PowerPoint) and comfortable learning new systems such as database scheduling or reporting tools.
• Organizational Skills : Ability to manage multiple tasks prioritize deadlines and maintain attention to detail.
• Collaboration : Team-oriented approach with the ability to coordinate across departments and with external partners.

We are looking for someone who is detail-oriented adaptable and motivated to support essential paratransit services that make a difference in our community.

About VTA

The Santa Clara Valley Transportation Authority employs more than 2000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area VTA is Santa Clara Countys authority for transit development and operations (light rail and bus) congestion management transportation-related funding highway design and construction real estate and transit-oriented development and bicycle and pedestrian planning. With local state and federal partners VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.

Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable accessible community-focused transportation options that are innovative environmentally responsible and promote the vitality of our region.

VTA provides bus light rail and paratransit services as well as participates as a funding partner in regional rail service including Caltrain Capitol Corridor and the Altamont Corridor Express.

As the countys congestion management agency VTA is responsible for countywide transportation planning including congestion management design and construction of specific highway pedestrian and bicycle improvement projects as well as promotion of transit oriented development.

VTA provides these services throughout the county including Campbell Cupertino Gilroy Los Altos Los Altos Hills Los Gatos Milpitas Monte Sereno Morgan Hill Mountain View Palo Alto San Jose Santa Clara Saratoga and Sunnyvale. VTA continually builds partnerships to deliver transportation solutions that meet the evolving mobility needs of Santa Clara County.

As we continue to implement our VTA Forward Plan we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services.

For more information about our VTA Forward Plan visit : Workplace Certification Program (FFWCP)

The County of Santa Clara FFWCP recognizes VTA as a business that creates supportive workplaces for employees and their families.

Family-friendly workplaces improve health outcomes and job satisfaction for employees and increase work productivity and retention for employers. Employers can create a family-friendly workplace by meeting and exceeding state and federal employment laws relating to parental leave lactation accommodation and work / family balance.

Essential Job Functions

Typical Tasks

Minimum Qualifications

Employment Standards

A candidate would normally have training and experience equivalent to completion of the 12th grade or equivalent and two (2) years of clerical development that has provided an opportunity to perform a variety of clerical assignments requiring use of discretion and judgment. Course work or experience in computer software programs such as word processing database and spreadsheets is required.

Type accurately at the net rate of 30 wpm.

Supplemental Information

Knowledge of :

Ability to :

General Application Instruction

Please read this job announcement in its entirety before applying. We recommend printing or saving a copy for future reference.

To be considered applications must be submitted online through the Human Resources department by the posted deadline . If the job posting is listed as continuous we encourage you to apply as soon as possible as the posting may close without prior notice. Once your application is submitted you will receive an immediate email confirmation.

Important : Only online applications will be accepted for this recruitment. We do not accept paper applications resumes Job Interest Notification Cards or incomplete / unsubmitted applications in place of a fully completed application.

Communication & Contact Information

All updates regarding your applicationincluding notices for testing and interviews will be sent via email . Be sure to select email as your preferred method of communication and maintain a valid up-to-date email address. Applicants are also responsible for keeping their phone numbers and mailing addresses current in their online profiles.

Due to the high volume of applications we are unable to provide individual updates. Please check your application status through your online account. For technical support contact NEOGOV at Monday through Friday 8 : 00 AM 5 : 00 PM (PST) excluding holidays.

Application Review & Processing

All current and prior relevant work experience including experience with VTA must be fully detailed in the Work Experience section of your application. Entries such as see resume are not acceptable. Incomplete or improperly completed applications may be rejected even if you meet the minimum qualifications.

While you are welcome to upload a resume it does not substitute for completing the online application in full. Be sure that your application accurately reflects the education and experience necessary for the position.

Applications are reviewed throughout the recruitment process to determine whether candidates meet the minimum qualifications . Meeting these minimums or advancing through any stage does not guarantee further consideration. Any misrepresentation or falsification of qualifications experience education or training may result in disqualification and / or exclusion from future employment opportunities with VTA.

This classification is represented by Service Employees International Union (SEIU) Amalgamated Transit Union (ATU) American Federation of State County and Municipal Employees (AFSCM E ) Transportation Authority Engineers and Architects Association (TAEA). Wages hours and other terms and conditions of employment are governed by the applicable collective bargaining agreement between VTA and the union.

Tentative Examination s :

TBD : Written Exam

Oral Panel : Week of January 12th - 19th

Conditions of Employment

Final candidates must successfully complete a Livescan background check reference checks verification of education or certifications and a criminal history review before appointment.

Eligibility List

The established Eligible List from this recruitment will be used to fill the current vacancies and additional vacancies that may occur . Eligible Lists typically remain in effect for six (6) months. However Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment.

Americans with Disabilities Act Accommodations

VTA is committed to providing reasonable accommodations to individuals with disabilities in the recruitment and examination process. To request an accommodation please contact the Human Resources Department at or email at least five business days before the test.

Equal Employment Opportunity

VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age ancestry color marital status mental or physical disability genetic information national origin immigration status political affiliation race religion creed sex gender identity gender expression sexual orientation pregnancy medical condition disabled veteran or veteran status etc.

Required Experience :

IC

Key Skills

Sales Experience,Crane,Customer Service,Communication skills,Heavy Equipment Operation,Microsoft Word,Case Management,OSHA,Team Management,Catheterization,Microsoft Outlook Calendar,EHS

Employment Type : Full-Time

Experience : years

Vacancy : 1

Yearly Salary Salary : 66248 - 86112