Office Specialist

THE POSITION

With supervisor approval incumbents may be eligible for intermittent remote work; however they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

Under general supervision provides a variety of office support activities to an assigned City department / division / section / unit which may include word processing data entry and organization telephone and counter reception receipt of payments processing of invoices record-keeping report preparation and filing; provides information and assistance to the general public; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the journey level class in the Office Specialist series. An Office Specialist is expected to perform assigned duties with only occasional instruction or assistance and work is normally reviewed only on completion. Incumbents research select and apply the most appropriate methods to accomplish assigned tasks and handle problems and deviations in the work assignment in accordance with established policies and procedures. Adequate performance at this level requires the knowledge of general City procedures as well as knowledge of the department / division / section / unit its procedures and operational details. This class is distinguished from the Senior Office Specialist in that the latter performs more advanced and complex clerical and office support requiring additional training and / or experience and may provide technical and functional direction to lower-level office support staff.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by management professional technical or higher level clerical positions. Functional or technical supervision may also be received from department staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are typical for this classification. Incumbents may not perform all the listed duties and / or may be required to perform related duties as needed :

• Perform a wide variety of office administrative duties to support assigned department / division / section / unit including filing preparing records and reports accounts payable processing permits and licenses cashiering duties and ordering and maintaining office and other related supplies.
• Maintain accurate and detailed records verify accuracy of information research discrepancies and record information.
• Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply City departmental and divisional policies and procedures in determining completeness of applications records and files.
• Prepare copy collate and distribute a variety of documents; ensure proper filing of copies in central files or electronically.
• Compose type format and proofread a variety of documents including letters reports memos and statistical charts.
• Compile information and data for statistical and financial reports; check data; prepare and assemble reports manuals articles announcements and other informational materials.
• Gather assemble process update and distribute a variety of forms records and data as requested.
• Perform general reception duties; receive and screen visitors and telephone calls; take messages direct callers and visitors to the proper office or person and / or provide factual information regarding City services programs projects and activities; apply policies procedures rules and precedents in response to inquiries and complaints from the public; direct callers to appropriate City staff as necessary.
• Maintain and update record systems and specialized databases; verify accuracy of information; retrieve information from systems and databases as required.
• Receive open time stamp sort and distribute all incoming mail faxes invoices and parcels; maintain and process outgoing mail.
• Receive and process reimbursements invoices purchase requisitions and other requests for payment; maintain records; follow-up on status of payments.
• Monitor and order office supplies; submit expense claims.
• Establish and implement file index tracking and record-keeping systems; periodically review and purge files in accordance with the records retention policy.
• Maintain calendars and make meeting and travel arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings.
• Issue receive type and process various applications permits and other forms.
• May perform cashiering duties; receives money and issues receipts; collects and accounts for service fees.
• May receive incoming telephone and voice radio calls secure and record information and use voice radio to dispatch necessary City services; keep radio contact with City units.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of :

Ability to :

EXPERIENCE AND EDUCATION

Experience :

One (1) year of experience performing a wide variety of general clerical duties.

Education :

Possession of a High School diploma or G.E.D. equivalent.

SPECIAL QUALIFICATIONS

Working Conditions :

Type at a speed of not less than forty (40) net words per minute.

Physical Conditions :

Must possess mobility to work in a standard office setting and use standard office equipment including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the is primarily a sedentary office classification although standing and walking between work areas may be dexterity is needed to access enter and retrieve data using a computer and to operate standard call center and office in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file must possess the ability to lift carry push and pull materials and objects up to 25 pounds.

Environmental Conditions :

Employees work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical may interact with upset staff and / or public and private representatives while interpreting and enforcing departmental policies and procedures.

PROBATIONARY PERIOD

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

THE SELECTION PROCEDURE

P lease note the City of Sacramentos preferred method of communication with applicants is via e-mail. As such please ensure you verify the e-mail address on your application and check your e-mail frequently including your spam and junk folders. All e-mail notifications can also be accessed through the applicant inbox.

1. Application : (Pass / Fail) All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline ;

If applicants do not list current and / or past job-related experience in the duties area of the Work Experience section. Note : Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours / week).

2. Training and Experience Exam : (Weighted 100%) The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance level and progression of a candidates education training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions please note :

3. Eligibility : Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidates eligibility expires one year from the date of notification of a passing score for the Office Specialist examination.

4. Screening Committee : (Pass / Fail) All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications as stated on the job announcement for applications selected by the hiring department.

5. Conditional Hire : Upon receipt of a conditional offer the selected candidate must complete and pass Live Scan / fingerprinting. If applicable candidates may also need to pass a pre-employment medical exam controlled substance and / or alcohol test and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS :

For questions concerning this job announcement and the application process :

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 : 43447 - 55450