PT Senior Office Specialist

Description

The Financial and Administrative Services Division of the Public Works Department is recruiting two Part-Time Senior Office Specialists. The ideal candidates will have strong organizational and customer service skills and be able to perform in a fast-paced environment.

When Assigned to Records:

• Respond to Public Records Requests

• Provide customer service to internal and external customers

• Prepare records to be scanned into the city's official records repository, Laserfiche

• Research records using the city's permitting system, Accela

• File and maintain records per the city's established retention schedule

When Assigned to Administration will support the Department Administrative Assistant:

• Provide clerical support to division and engineering managers

• Update internal and external webpages

• Provide customer service to staff in other departments and external customers

• Work with others in creating and editing correspondence and reports

This is a part-time position averaging 30 hours per week. A minimum number of hours is not guaranteed.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing businesspractices.

Depending upon area of assignment, responsibilities and duties may include, but are not limited to the following:

Perform complex clerical support work for a functional area within a department.

Compose correspondence, requiring use of judgment based upon a thorough understanding of the functions and procedures of the unit, for review by supervisor.

Type forms, schedules, reports, lists, general correspondence, manuscripts, charts, graphs, contracts and statistics.

Develop formats for entering, editing, and organizing a variety of data using various modern business computer applications; manipulates data and prepares various reports and/or graphics.

Compile and type agendas and minutes.

Proofread materials for clerical accuracy and spelling.

Compile information for a variety of regularly scheduled and special narrative and statistical reports, locating sources of information, coding and classifying data, devising forms to serve data and determining proper format for finished reports.

Set up, maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit and check and compare records and documents for accuracy.

Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information.

Log, type, file and process purchase requisitions including necessary back-up information for all subsequent invoicing.

Set up and maintain records of the unit concerning purchases, budget accounts and inventory and requisitions office supplies.

Process and maintain files for invoices relevant to purchase orders; conduct verbal and/or written contact with vendors or other City departments regarding invoices or purchases; troubleshoot problem accounts and verifies payments or purchases; computes billings, keep ledgers and process major vendor accounts.

Develop filing systems for record storage and retrieval, file materials into filing systems, code documents, purge files and shred documents.

Act as a receptionist to the public, take and respond to calls, screen inquiries, take messages, schedule appointments and answer questions that require searching for and abstracting technical data.

Receive, open, date stamp and distribute incoming mail and process outgoing mail.

Screen and arrange mail in priority order, assemble background information and distribute to appropriate personnel.

Copy, collate, staple and otherwise bind and distribute a variety of materials.

Perform related duties and responsibilities as required.

Qualifications

Experience:Performing extensive, responsible and varied typing, record keeping, report preparation and other clerical work.

Knowledge of:Modern office equipment, procedures, and practices; personal computer hardware and software, including word processing, spreadsheet, and database programs; proper telephone etiquette; English usage, spelling, grammar and punctuation; purchasing techniques; business math; computer terminals and associated software; basic principles of supervision and training (may be required).

Ability to:Operate a computer terminal and use associated software; maintain accurate records; effectively answer and process an excessive volume of telephone calls; read, understand and apply difficult materials; establish record keeping systems; plan, schedule, make work assignments, set priorities for and train assigned clerical staff; maintain records of budgetary expenditures; effectively purchase items and supplies for department; understand pertinent procedures and functions quickly and apply them without immediate supervision; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations; maintain confidentiality. For public contact positions, must have the ability to interact with a variety of clientele while retaining a professional work environment.

License/Certification Required:Possession of a valid California Driver's License by date of appointment is required.

Supplemental Information

MPORTANT APPLICATION INFORMATION AND INSTRUCTIONS

Applications will be accepted until Wednesday, May 1, 2024at5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.

This is a part-time position averaging 30 hours per week. A minimum number of hours is not guaranteed.Bilingual proficiency (read/speak/write) in Spanish isdesiredbut not required.

The selection process will consist of a minimum of skills examination and oral interview.

The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.

Candidates must be specific and complete in describing their qualifications for this position. Stating "See Resume" is not an acceptable substitute for a completed application. Failure to state all pertinent information may lead to elimination from competition.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method.

Equal Opportunity Employer