Office Specialist II

Santa Clara Valley Transportation Authority•San Jose, CA

About The Position

The Office Specialist II provides clerical and administrative support to a work unit in VTA’s Safety & Security Department. Under limited supervision, the position performs a wide variety of moderately complex and responsible assignments requiring comprehensive knowledge of the unit’s activities, operations, methods, and processes. It is a journey-level clerical classification, with duties more difficult and complex than those of an Office Specialist I. The incumbent uses independent judgment and discretion and may function as the unit’s timekeeper. The role supports daily office operations through document preparation and proofreading, data entry and retrieval, recordkeeping, report preparation, timekeeping, customer assistance, mail handling, meeting coordination, supply and equipment receipt, purchasing paperwork, and filing. The employee operates common office equipment and software, learns specialized programs used by the assigned unit, and may assist with training new or temporary personnel. The position is associated with VTA’s Safety & Security Department, which oversees transit safety, system security and law enforcement functions, including the Transit Security Department, contracted security services, the Sheriff’s Department contract for sworn law enforcement personnel, and Cyber Security. VTA is an independent special district providing transit and other transportation services throughout Santa Clara County.

Requirements

Training and experience equivalent to completion of the 12th grade or equivalent.
Two years of clerical development providing the opportunity to perform varied clerical assignments requiring discretion and judgment.
Coursework or experience with computer software such as word processing, databases, and spreadsheets.
Type accurately at a net rate of 30 words per minute.
Knowledge of standard office administrative practices and procedures, business letter writing, and common office equipment and software.
Knowledge of recordkeeping, filing, indexing, cross-referencing, report preparation, correct English usage, customer service, and basic mathematics.
Ability to prepare and type a variety of written materials using office equipment and software.
Ability to operate modern office equipment, including computers and common word-processing, database, and spreadsheet software.
Ability to gather and compile information and prepare reports and numerical summaries.
Ability to analyze information and formulate conclusions based on prescribed policies and procedures.
Ability to establish and maintain effective working relationships with people contacted in the course of work.
Ability to perform calculations involving addition, subtraction, multiplication, and division.
Ability to follow oral and written directions, work independently and as part of a team, and multitask.
Ability to organize work, set and adjust priorities, meet critical deadlines, and follow up assignments with minimal supervision.
Ability to maintain records in a computerized database and learn specialized software used by the work unit.
Final candidates must pass a Livescan background check, reference checks, education or certification verification, and criminal history review before appointment.

Nice To Haves

Experience supporting timekeeping, payroll-related records, scheduling, purchasing, or other administrative processes.
Dependability, adaptability, sound judgment, strong organization and communication skills, and excellent customer service.
Ability to manage multiple priorities and competing deadlines while maintaining accuracy.
Experience preparing and proofreading business documents, maintaining records, entering and retrieving information in computerized systems, and compiling report information.

Responsibilities

Prepare correspondence, reports, technical specifications, meeting minutes, financial statements, memoranda, lists, and other materials using word-processing software or other office equipment.
Enter, retrieve, and code data in databases, computer records, and other information systems; run standard reports.
Function as a timekeeper for the work unit.
Research, extract, and compile data for reports and other documents.
Proofread documents and computer entries for accuracy, completeness, policy and procedure compliance, and correct English usage.
Maintain records of hours worked, overtime, leave, and absences in SAP or other systems.
Set up, maintain, and revise filing systems; prepare folders, file and retrieve records, and purge outdated materials.
Assist visitors and callers, answer questions or refer them to appropriate information sources, distribute forms, assist with form completion, and schedule appointments.
Receive, sort, and distribute mail and other materials, and prepare mailings.
Receive supplies, materials, and equipment; verify their quantity and condition; and make deliveries.
Maintain petty-cash controls and, when applicable, receive payments and issue receipts.
Maintain work-unit activity logs and records and prepare reports and summaries.
Operate office equipment, including computers, calculators, telephones, fax machines, photocopiers, and microfiche readers.
Design or format documents, letters, forms, and other materials as needed.
Prepare requisitions, purchase orders, and other forms needed for unit operations.
Contact others to exchange information and explain laws, regulations, policies, and procedures.
Learn specialized software programs and office equipment used by the assigned unit.
Schedule meetings, contact participants, and arrange meeting facilities, equipment, and materials.
Maintain office equipment, including contacting service and repair personnel.
Assist in training new or temporary personnel when needed.
Perform other related work as required.