Office Specialist

City of Chula Vista•Chula Vista, CA

1d•Onsite

About The Position

To perform a wide variety of general clerical duties related to the function and department assigned. This is the full journey level class in the Office Specialist series and has the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise. This class is distinguished from the Senior Office Specialist in that the latter performs advanced journey level work requiring a high level of independence and specialized knowledge. The current vacancy is in the Chula Vista Fire Department.

Requirements

Training equivalent to completion of the twelfth grade.
One year of responsible clerical experience is desirable.
Knowledge of English usage, spelling, grammar, and punctuation.
Knowledge of modern office procedures, methods and computer equipment.
Ability to intermittently review documents related to department operations.
Ability to observe, identify and problem solve office operations and procedures.
Ability to understand, interpret and explain department policies and procedures.
Ability to explain operations and problem solve office issues for the public and with staff.
Ability to learn organization, procedures and operating details of the city department to which assigned.
Ability to perform a variety of responsible clerical duties in support of department operations.
Ability to work independently with little supervision.
Ability to perform clerical work including maintenance of appropriate records and preparation of general reports.
Ability to verify and check files and data.
Ability to perform simple mathematical calculations.
Ability to operate a variety of office equipment such as a calculator, computer and related software.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to work with various cultural and ethnic groups in a tactful and effective manner.

Responsibilities

Perform general clerical duties related to assigned functional area and department.
Type, proofread and process a variety of documents including general correspondence, memos, and statistical charts from rough draft, dictaphone recordings or verbal instruction.
Act as a receptionist; answer the telephone and wait on the general public, giving information on department and assigned program policies and procedures.
May use a radio to dispatch staff to service locations.
Issue, receive, type and process various applications, permits and other forms.
Process permits and licenses.
Collect and process fees and charges.
Schedule inspections and appointments as assigned.
Perform a wide variety of routine clerical work including filing, billing, checking and recording information on records.
Sort and file documents and records, maintaining alphabetical, index, and cross-reference files.
Compile information and data for statistical and financial reports.
Maintain ledger of expenses and revenue.
Maintain a variety of statistical records.
Check and tabulate statistical data.
Prepare simple statistical reports.
Operate standard office equipment including computer equipment.
Receive, sort and distribute incoming and outgoing correspondence.
May assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
Perform related duties as assigned.