Senior Office Specialist

City of Chula Vista•Chula Vista, CA

13d•Onsite

About The Position

This recruitment is administered to fill one current vacancy and create an eligibility list to fill future vacancies. The current vacancy is assigned to the Evidence Control Unit within the Police Department. To perform a wide variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department. This class is the advanced journey level class of the Office Specialist series and is distinguished from the Office Specialist level by the degree of independence and specialized knowledge exercised in the performance of job duties. Incumbents at this level may assume overall clerical responsibility for an assigned program area involving maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program, or they may be involved in providing lead support to positions within the Office Specialist class. Incumbents at this level may exercise a high level of independence in providing office management support to an independent office, involving the performance of a broad range of administrative clerical tasks.

Requirements

Three years of increasingly responsible clerical experience and training equivalent to completion of the twelfth grade.
Knowledge of filing and record keeping systems.
Knowledge of English usage, spelling, grammar, and punctuation.
Knowledge of modern office procedures, methods and computer equipment.
Ability to perform a variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department.
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 understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities.
Ability to work independently with limited supervision and exercise initiative and sound judgment.
Ability to apply operating rules and procedures of assigned department.
Ability to work cooperatively with other departments; outside agencies, and the public.
Ability to interpret and apply departmental policies, procedures, and rules.
Ability to establish and maintain financial records.
Ability to perform mathematical computations.
Ability to operate a variety of office equipment such as a calculator, computer and related software.
Ability to compile and maintain complex and extensive records and files.
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 a variety of complex, specialized and responsible clerical duties in support of specialized functions or programs within a department.
Assume overall clerical responsibility for an assigned program area that involve maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program as assigned.
Provide lead support, as assigned, to positions within the Office Specialist series including assigning and reviewing work, and responding to questions and situations about which less experienced staff have not been exposed.
Provide office management support to an independent office, as assigned, involving the performance of a broad range of administrative tasks including ensuring that work is handled on a priority basis and completed in a timely manner, and handling routine purchasing and budget duties.
Respond to complaints and requests for information on regulations, procedures and policies relating to responsibilities assigned.
Type a variety of written material from rough draft, dictaphone or verbal instructions using word processing equipment as assigned.
Act as a receptionist; screen calls and visitors, and refer inquiries as appropriate.
Respond to complaints and requests for information based upon departmental policies and procedures.
Use a radio to dispatch staff to service locations.
Compile information from a variety of sources as requested.
Maintain financial, statistical and/or operational reports and records as applicable.
Compose routine correspondence independently.
Perform general clerical duties including filing, checking and recording information on records, and processing routine requests for information.
Participate in the preparation of assigned budget.
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.