Office Specialist

City of Sacramento•Sacramento, CA

5d•Hybrid

About 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. The Business Services Division’s Long Range Financial Planning (LRFP) Unit within the Department of Utilities (DOU) is seeking qualified applicants for the Office Specialist position. Under general direction, the Office Specialist helps manage grant projects, track budgets and financial activity, and ensures claims are submitted on time. It also includes monitoring cost trends that affect rate planning, keeping schedules updated, and checking contract spending. Finally, this position requires working with city staff, consultants, and grant agencies to share financial information, coordinate meetings, and review documents to make sure they are clear, concise, and accurately reflect compliance requirements. The ideal candidate for this position will have excellent customer service skills, a keen attention to detail, excellent written and verbal communication skills, a willingness to learn, and the ability to manage priorities in a continuously evolving work environment. 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.

Requirements

One (1) year of experience performing a wide variety of general clerical duties.
Possession of a High School diploma or G.E.D. equivalent.
Type at a speed of not less than forty (40) net words per minute.
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 telephone.
Finger dexterity is needed to access, enter, and retrieve data using a computer and to operate standard call center and office equipment.
Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Nice To Haves

Excellent customer service skills
Keen attention to detail
Excellent written and verbal communication skills
Willingness to learn
Ability to manage priorities in a continuously evolving work environment

Responsibilities

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.