Office Specialist I/Ii (Confidential)

Position

Considering a career in public service? Come see what makes the City of Vista a great place to work! We are looking for professional candidates who are detail-oriented, organized, and possess excellent customer service and communication skills.

The Office Specialist* classification is an entry-level position into the clerical/administrative series. Office Specialists perform basic, routine clerical work requiring knowledge of department office procedures including a high volume of telephone inquiries.

The current opening is in the City Attorney's Office and is designated to the City's Confidential Employee Group so therefore starts at a higher salary than a general Office Specialist I-II. This recruitment will also be used to establish an eligibility list for future vacancies as well as for temporary and on-call clerical work.

Office Specialist I (G6): $3,320.15 - $4,035.65 per month

Office Specialist I (C7) - Confidential: $3,402.16- $4,135.34 per month

Employees in this class normally work under close and continuous supervision performing repetitive, specific or limited duties according to established routine procedures. While a variety of tasks may be assigned, each step usually fits a pattern which has been established and explained before work is started.

Generally, work is reviewed both during the incumbent's performance and upon completion. Changes in procedures or exceptions to rules are explained in detail as they arise or referred to a higher level for resolution. This level requires some knowledge of department office procedures.

Office Specialist II (G9): $3,572.27- $4,342.11per month

Office Specialist II (C10) - Confidential:$3,660.49 - $4,449.33 per month

Incumbents perform the full scope of duties and responsibilities common to City office positions. Incumbents are expected to perform a wide variety of general clerical duties with only occasional instruction or assistance.

Work is normally reviewed only on completion and for overall results. Incumbents in the II-level perform the duties of the I-level, but the work has greater complexity. Employees in this classification often may have contact with others answering a variety of questions requiring a working knowledge of departmental policies, procedures, and precedents and the ability to choose among alternatives in solving problems.

• Note: It is anticipated that most vacancies will be filled at the Office Specialist I (Confidential) level, unless a candidate has extensive, directly related experience.
  
  This is a flexibly staffed position and employees in this class will be reviewed after 24 months to determine if they should move to the Office Specialist II (Confidential) level.

THIS RECRUITMENT WILL CLOSE ON WEDNESDAY, MAY 15, 2024, OR WHEN 100 APPLICATIONS ARE RECEIVED, WHICHEVER COMES FIRST.

Examples of Essential Functions

Depending on assignment, types letters, memos, and reports from either rough copy not requiring sophisticated formatting or from established City formats and accepted business correspondence standards; performs either simple or more complex alphabetical and numerical filing; obtains information to create or update files; answers phones, gives out basic, routine information, and routes calls; opens, date-stamps, and distributes mail; makes basic mathematical calculations; either fills out payroll recap sheets or reviews time sheets for accuracy, completeness, and adherence to general payroll reporting guidelines; maintains routine lists, logs, and other records; occasionally independently composes routine correspondence; makes copies; collates, staples, and binds a variety of materials; reserves rooms; orders supplies; prepares mailings, stuffs envelopes, affixes labels, seals envelopes, applies postage, and places mailings in proper order; maintains detailed records; proofreads materials for clerical accuracy and spelling; may take informal notes of staff meetings; processes accounts payable; creates service requests and work orders; operates a City vehicle; and performs related work as required.

Minimum Qualifications

Any combination of experience and education that could likely provide the required knowledge, skills and abilities is qualifying.

EDUCATION & EXPERIENCE:

A typical way to obtain the required knowledge, skills, and abilities would be graduation from High School, GED, or equivalent, including or supplemented by specialized training in the clerical occupation field. The Office Specialist I would typically require one (1) year of general office clerical experience.

The Office Specialist II would require at least two (2) years of clerical experience performing a variety of clerical duties. Exceptional customer service skills are required at both levels.

LICENSES & CERTIFICATES:

License:

Possession of a valid California Class C Driver's License with a satisfactory driving record is required.

Typing Certificate:

A typing certificate verifying a typing speed of at least 40 net words per minutein a five (5) minute test. The typing certificate must be current within the past six (6) months, AND be submitted with your application by the closing date.

On-line verifiable(40 net wpm in a 5 minute test) typing certificates will be accepted from either of the following websites (be sure to use Google Chrome and Register on the site of your choice):

Typing.com: Click here (be sure to select a 5 minute test)

Freetypinggame.net: Click here (be sure to select a 5 minute test)

TypingTest.com: Click here (be sure to select a 5 minute test)

KNOWLEDGE OF:

General office methods and procedures; general software applications, including word processing, spreadsheets, and database management as required by job assignment; modern office equipment operation, including computers, fax machines, photocopiers, and scanners; proper English usage, punctuation, grammar and spelling; basic arithmetic; basic or simple record keeping methods; basic or working knowledge of policies, procedures, and rules of the assigned work unit as related to position responsibilities.

SKILL IN:

Operating a variety of office equipment, such as photocopiers, computer terminals and peripheral equipment; operating a keyboard at a speed necessary to perform assigned duties, generally 40-60 net words per minute; operating a vehicle observing legal and defensive driving practices.

ABILITY TO:

Use correct English grammar, punctuation, and spelling; perform basic mathematical operations; alphabetize or numerically/chronologically sort materials; communicate effectively in oral and written form; work cooperatively and establish effective relations with others; understand and carry out oral and written directions; apply and explain policies and procedures related to the job assignment within the standard guidelines.

Other Information

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this class, the employee is regularly required to communicate effectively verbally and in a written manner; observe and interpret data, and analyze and solve problems. The employee must be able to work indoor office environments/outdoor in the field environments (depending on position). The employee may have to move up to 50 lbs. and transport up to 10 lbs. objects frequently (depending on position). Vision abilities required by this job include the ability to detect, determine, perceive, identify, estimate, and assess work related objects and/or work products based on position specific designated tasks.

The employee may be required to work overtime to complete assignments. Must be able to work a flexible schedule. Use of personal vehicle during employment may also be required. Travel required within and out of City to attend meetings.

APPLICATION PROCEDURE:A City application form and supplemental questionnaire MUST be submitted and received by the closing date. Please apply online at www.cityofvista.com.

All other employment inquiries can be directed to the City of Vista, Human Resources Office, 200 Civic Center Drive, Vista, CA 92084. Telephone: (760) 726-1340.

SELECTION PROCESS :Candidates must clearly demonstrate through their application materials that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process.

Examinations for the position may consist of any combination of written, performance, and oral exams to evaluate the applicant's skill, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting.

The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in the announcement may be modified or revoked without notice.

The City of Vista is an Equal Opportunity and ADA compliant employer. All qualified candidates and veterans are welcome to apply!

• SCHEDULE OF EVENTS

Recruitment Closes: Wednesday, May 15, 2024 at 5:30 pm or when 100 applications are received (whichever comes first).

Virtual Written Test: Week of May 27, 2024

Initial Interview Panel: Week of June 10, 2024

• Please note, all dates and/or time frames are subject to change.