Principal Office Specialist - Police Department Reserves Unit

City of San Jose•San Jose, CA

About The Position

The San José Police Department is hiring a Principal Office Specialist for its Reserves Unit. The position primarily provides clerical and administrative support to the Reserve Director. The ideal candidate demonstrates professionalism, strong verbal and written communication, excellent computer skills, and the ethics and integrity to handle confidential and sensitive information. The role supports the Reserve application and hiring process, personnel and training administration, records maintenance, and coordination of Reserve activities. Candidates must complete a personal background investigation as required by the Police Department.

Requirements

High school diploma or equivalent (GED or California Proficiency Certificate) and three years of experience in varied office clerical work, or a bachelor's degree from an accredited college or university in substitution for the required experience.
Submit to a personal background investigation as required by the Police Department.
Demonstrated knowledge of applicable professional or technical principles and practices, Citywide and departmental procedures and policies, and federal and state rules and regulations.
Strong verbal and written communication and listening skills, including openness to others' ideas.
Experience with common business computer applications, including MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
Ability to provide effective, professional customer service and anticipate customer needs.
Ability to manage multiple projects and varied assignments simultaneously.
Ability to build and maintain effective working relationships and collaborate with coworkers, supervisors, and other Police Department units and City offices.
Flexibility in responding to changes in responsibilities, processes, timeframes, expectations, organizational culture, or work environment.
Initiative, resourcefulness, planning, willingness to assume additional responsibilities, and pursuit of continuing education that supports job performance.

Nice To Haves

Professionalism and a strong work ethic.
Exceptional verbal and written communication skills.
Excellent computer skills.
Ethics and integrity in handling confidential and sensitive information.

Responsibilities

Manage and coordinate the Reserve application process, including reviewing applications, scheduling testing, coordinating requirements with the Background Unit, arranging hiring orientation, assisting with the oath of office, and coordinating equipment with Central Supply and the Range.
Assist the Reserve Director with administrative duties, personnel issues, P.O.S.T. requirements, meetings, training sessions, and special assignments.
Complete resignation and retirement paperwork with P.O.S.T. and the City.
Assist with coordinating background investigations of Reserve applicants.
Review completed background processes and make hiring recommendations to the Director.
Maintain records of applicants and assigned backgrounds.
Update office procedural manuals.
Monitor Reserve CPT and training attendance.
Log Reserve events in the computer monthly.
Track Range qualifications and CPT courses.
Assist with scheduling volunteer events and maintaining the unit calendar.