Principal Office Specialist

City of San Jose • San Jose, CA

5d • Onsite

About The Position

Our diverse and inclusive workforce of more than 7,000 employees play a key role in the success of San José, the heart of the Silicon Valley. All City of San José employees work together as one team to make San José a vibrant, innovative, and desirable place to work. The City of San José is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of San José is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at 408-535-1285, 711 (TTY) , or via email at [email protected] .

About the Department
The mission of the Human Resources Department states: “Our Human Resources team recognizes that our employees power the City of San José and our success as a city is dependent on our ability to create a dynamic and engaged workforce. Our employees’ ability to provide excellent service is strengthened when we invest in attracting talent, provide opportunities for career growth, enable an environment focused on health, safety, and wellness, and retain a diverse workforce in a workplace that is equitable and inclusive.” San Jose’s Human Resources Department offers key strategic support to the City and is responsible for the following core services: Employee Benefits – Provide benefit programs that best meet the needs of employees, retirees, their dependents, and the City, assist participants in effectively utilizing their plans and promote employee wellness Employment Services – Facilitate the City’s ability to attract and hire a diverse and talented workforce. Health and Safety – Provide services that promote employee health, safety, and well-being. Recruitment and Workforce Development – Lead Citywide recruitment strategies and oversee employee training and pipeline initiatives that drive growth, engagement, and long-term retention. Strategic Support – Supports Citywide Human Resources Systems Management and Records Management, Departmental Administration, Customer Service, Personnel Management, Financial Management, and Emergency Response and Recovery. For more information about Human Resources, please visit www.sanjoseca.gov/humanresources .

Requirements

• Completion of high school or equivalent (General Education Development [GED] Test or California Proficiency Certificate)
• Three (3) years of experience in varied office clerical work.
• Customer centric philosophy, strong attention to detail, initiative, and critical thinking.
• Experience with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
• Ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
• Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment.
• Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance.
• Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).
• Approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
• Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate.
• Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.

Nice To Haves

• PeopleSoft experience is highly desired.
• Proficiency in Excel is highly desired.

Responsibilities

• Provide excellent customer service in responding timely to phone calls, e-mails, and walk-in customers.
• Independently investigating/researching problems and answering inquiries
• Analyzing and resolving customer issues and complaints
• Providing solutions to the customer and following up to ensure issues are resolved in a timely manner
• Explaining policies and procedures
• Assisting customers with on-line transactions in eWay (Employee Self Service HRIS system) and the associated review, follow-up, and processing of eWay transactions
• Process promotions, qualifying promotions.
• Process demotions, return to former classifications.
• Process transfers, reallocations, changes in benefits, to/from classified/unclassified.
• Process pay increases: Non-Management Merit increases, and step increases.
• Process pay decreases: manual step and rate decreases
• Process probation status changes: extension of probation, failed probation
• Process exception time reporter status — adding and removing.
• Process reduced work week— adding and removing.
• Process suspensions, and reversal of terminations (per OER).
• Train staff to ensure that there are backups to the position’s tasks.
• Check/Process/Train staff on probation and step increase hours.
• Create/Train staff on certified lists for Police and Fire promotions.

Benefits

• Employee Benefits – Provide benefit programs that best meet the needs of employees, retirees, their dependents, and the City, assist participants in effectively utilizing their plans and promote employee wellness
• Employment Services – Facilitate the City’s ability to attract and hire a diverse and talented workforce.
• Health and Safety – Provide services that promote employee health, safety, and well-being.
• Recruitment and Workforce Development – Lead Citywide recruitment strategies and oversee employee training and pipeline initiatives that drive growth, engagement, and long-term retention.
• Strategic Support – Supports Citywide Human Resources Systems Management and Records Management, Departmental Administration, Customer Service, Personnel Management, Financial Management, and Emergency Response and Recovery.

What This Job Offers

• Job Type: Full-time
• Career Level: Principal
• Education Level: High school or GED