Senior Office Specialist

Classification Definition

DEFINITION

To perform highly complex office and administrative clerical duties in support of an assigned department or division; to receive and direct telephone calls and visitors; to receive, route and distribute incoming and outgoing mail; to maintain a variety of complex files and records; and to perform a variety of office duties relative to assigned area of responsibility.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the Office Specialist series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Positions at this level possess a specialized technical or functional expertise within the area of assignment. Employees are typically assigned significant responsibility above the journey level and often exercise independent judgment in the performance of all duties. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from higher level management or supervisory staff.

Essential Duties and Responsiblities

Essential Functions:

1.Performs a variety of highly complex office clerical duties and activities in support of an assigned department or division; applies specialized knowledge in support of department activities; ensures adherence to work standards and procedures in areas of work including department operations, rules, regulations, guidelines, methods, procedures and techniques.

2.Receives, reviews and processes incoming mail; routes to appropriate City department or division staff; tracks and monitors responses as required.

3.Types, reviews, proofreads, and transcribes a variety of documents and forms including general correspondence, reports and memoranda from rough drafts or verbal instruction; compiles, distributes and disseminates information as appropriate.

4.Answers the telephone and provides information on department or division operations and activities to the general public; responds to complaints, concerns, and questions from the general public; relays messages and provides information on departmental and City policies and procedures as required; provides notary public and passport services.

5.As required, coordinates travel, meetings and conference schedules for assigned staff; maintains schedules and calendars of activities, meetings and various events; coordinates activities with City departments, the public and outside agencies.

6.Enters data and information into a computer from various sources including financial statistical and other documents; inputs corrections and updates; verifies data for accuracy and completeness; collects and compiles data for reports and presentations; prepares invoices and purchase requisitions.

7.Prepares and maintains complex filing systems; ensures compliance with City rules and regulations governing records retention in assigned program area.

8.As assigned, performs data entry and file maintenance for time sheets and related payroll documents; enters data into centralized computer system; verifies data; transmits to centralized payroll location; maintains accurate records of payroll and timesheets.

9.Operates office equipment including telephone switchboards, computers, photocopiers, facsimile machines and related equipment.

Minimum Qualifications

Knowledge of:

• Operations, services and activities within assigned department or division.

• Operations, services and activities of a municipal agency.

• Modern and complex office procedures, methods, principles and practices.

• Methods and techniques of resolving questions and concerns from the general public.

• English usage, spelling, grammar and punctuation.

• Methods and techniques of researching and compiling data for reports and presentations.

• Methods and techniques of scheduling events and meetings.

• Mathematical calculations.

• Principles of filing and record keeping.

• Proper English usage, spelling, punctuation and grammar.

• Modern office equipment including computers and supporting word processing and spreadsheet applications.

• Pertinent Federal, State and local laws, codes and regulations.

Ability to:

• Perform highly complex office clerical duties and tasks.

• Type at a speed necessary for successful job performance.

• Interpret and explain policies and procedures within assigned department or division.

• Respond to requests and inquiries from the general public.

• Receive, review and route incoming and outgoing correspondence.

• Research and compile data for reports and related documents.

• Schedule and coordinate travel, meetings and conferences.

• Prepare business letters and memoranda from drafts and handwritten materials.

• Set up and maintain a variety of complex files and records.

• Understand and explain City policies and procedures.

• Operate office equipment including computers and supporting word processing and spreadsheet applications.

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Maintain mental capacity which allows for effective interaction and communication with others.

• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

• Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, writing and operating assigned equipment.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Two years of administrative support or clerical experience.

Training:

High School diploma or equivalent. Ability to type at a net speed of 40 wpm.

Licenses and Certifications

May require possession of a State of California driver's license.

May require notary public.

TYPING CERTIFICATE REQUIREMENTS

The Human Resources Department requires that a certified typing certificate be submitted along with a City Employment Application for all positions that specify a typing speed requirement at time of application.

The certificate must be issued by an accredited school or agency and dated no earlier than 6 months prior to the final filing date listed on the job announcement.

APPLICANTS MUST SUBMIT CERTIFICATE ON OR BEFORE THE RECRUITMENT CLOSING DATE. POSTMARKS ARE NOT ACCEPTED.

Certificates may be submitted as follows:

1. Fax (909) 820-8028 - Cover must haveapplicant's name and the title of the position on the job announcement.

2. US Mail Attn: Human Resources, 150 S. Palm Avenue, Rialto, CA 92376 - Cover letter must have applicant's name and the title of the position applied for.

3. Drop off in person to HR at 246 S. Willow Avenue, Rialto, CA 92376 909-820-2540(Office hours-Monday-Thursday 7am-6pm, CLOSED every Friday and major Holidays).

4. Email hr@rialtoca.gov - Email must haveapplicant's name and the title of the position on the job announcement.

Thecertificate must contain:

• Agency's official emblem

• Name of applicant-Number of net words per minute

• Number of errors

• Date of certificate

• Signature of person certifying the certificate

• Address and telephone number of agency

It is the responsibility of the applicant to ensure that certificates issued by any agency including those listed below meets the requirements stated above. It is also the responsibilityof the applicant to insure their certificate is received by the deadline.

Listed below are suggestedlocal agencies, which provide typing certificates for a fee. However, you are free to obtain certificates from other accredited schools or agencies.

Apple One

909 899-6006 Rancho Cucamonga

909 884-6351 San Bernardino

909 686-0970 Riverside

Kelly Services

909 381-4581 San Bernadino

Kimco Staffing Services

909 884-0035 San Bernardino

909 390-9881 Ontario

Select Personnel Services

909 930-0555 Ontario

909 483-3058 Rancho Cucamonga

Supplemental Information

Application Procedure:

A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at www.yourrialto.com. All other employment inquiries can be directed to The City of Rialto, Human Resources Department. 246 S. Willow, Rialto, CA 92376. Telephone: (909) 820-2540.

Selection Process:

Candidates must clearly demonstrate through their application material 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 positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, 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.

Veterans Preference Credit Eligibility:

Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit. For more information, please see the City's Veteran's Preference Policy.

E-Verify:

The City of Rialto is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.

Please Note: If you have a health or medical condition or a sincerely held religious belief that may require that the City provide you with an accommodation in either the selection process or the performance of your duties, please notify Human Resources in writing when you submit your application.