Office Specialist (Closed/Promotional)

City of Cypress•Cypress, CA

4d•Onsite

About The Position

This is a Closed/Promotional recruitment, open exclusively to current, full-time employees of the City of Cypress. The Police Department is seeking an Office Specialist to perform specialized and responsible clerical and processing duties. The role may involve working shifts, including evenings, weekends, and holidays, and may expose the incumbent to sensitive or graphic subject matter. The Office Specialist will be assigned to the Police Chief’s office.

Requirements

Currently employed with the City of Cypress as a Full-Time employee.
Proficient in Microsoft Office (Word, Excel and Outlook).
Ability to type accurately at a speed of 50 words per minute.
Ability to efficiently operate a variety of office equipment, including a personal computer using Windows-based software.
Ability to understand and follow both oral and written instructions.
Ability to apply accurate English usage, spelling, grammar, and punctuation to written materials.
Ability to establish and maintain cooperative and effective work relationships.
Ability to learn and understand the organization of the City and department operation goals and objectives.
Ability to learn, understand, interpret and apply department policies, procedures, organization and operating details.
Ability to plan, organize, and schedule priorities.
Ability to exercise appropriate judgment, initiative, tact, courtesy and discretion in dealing with confidential and/or sensitive matters.
Three years of increasingly responsible clerical work.
Graduation from high school, including or supplemented by specialized courses in secretarial and/or office skills.

Nice To Haves

Knowledge of modern office methods, procedures and techniques.
Knowledge of correct English usage, spelling, grammar, and punctuation.
Knowledge of procedures and basic functions and organization of municipal government.

Responsibilities

Type letters, reports, memoranda, contracts, proposals, notices, technical/legal documents, statistical or special forms, budgets and charts.
Manage accounts payable, purchase equipment/supplies for the department, and maintain accurate records of purchases, payments, and budgeted accounts.
Serve as the department timekeeper.
Assist in the preparation of annual department or division budgets.
Receive, sort, and distribute incoming and outgoing mail.
Establish and maintain a variety of files and records, including financial and personnel information.
Handle confidential information regarding controversial matters or sensitive affairs.
Assist in preparing division procedures, operating manuals, resources, forms, charts, and other documents for distribution.
Make appointments for supervisors and maintain daily calendars.
Arrange meetings and conferences.
Assist in the preparation of agenda packets.
Perform other related duties as assigned.