Senior Office Specialist - Citywide

City of San Jose • San Jose, CA

21h • 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 live and 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 City of San José, the Capital of Silicon Valley, is one of the nation's best managed cities and one of the top ten cities in which to live work and do business. Moreover, San José is the center of cultural government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect, and Celebration.

Requirements

• Completion of high school or equivalent (General Education Development [GED] Test or California Proficiency Certificate).
• Two (2) years of experience in varied office clerical work.
• Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
• Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
• Customer Service – Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
• Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
• Flexibility – 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.
• Multi-Tasking – Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).
• Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate.
• Teamwork and Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
• Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people's ideas and thoughts.

Nice To Haves

• A Bachelor’s Degree from an accredited college or university may be substituted for the required experience.

Responsibilities

• Provides customer service duties requiring knowledge of organization and applicable procedures, laws, rules, and regulations. Customers may be employees, the public, or other departments.
• Acts as receptionist, refers individuals to the appropriate staff member, gives out a variety of information and written materials; helps the public fill out a variety of forms, responds to complaints and questions by finding out what issue is and then researching and providing information.
• Answers and screens telephone calls, takes messages, and refers telephone calls to appropriate person; answers questions and provides a variety of information over the telephone that requires knowledge of the organization, applicable, procedures, laws, rules, and regulations.
• Assembles and verifies data and information in complex reports (such as financial or statistical reports and contractual agreements), records and databases; gathers information and data from other sources such as other departments, or outside agencies; independently prepares summaries, tabulations, or reports of data and information.
• Performs data entry and types documents, including utilization of word processing, spreadsheets, database systems, presentation software and other systems; reviews documents for accuracy; may also review for content.
• Sets up complex filing systems and procedures, including retention control procedures and automated record keeping systems; maintains and updates files, forms, records, inventories and documents, including personnel files and complex files such as those of a legal or technical nature; updates logs and tracking systems; retrieves records and documents as requested.
• With very little review, codes items for posting, entering or listing; makes arithmetical calculations; maintains diversified records, including employee time and assignment records; prepares and distributes a variety of documents with legal implications and deadlines.
• Independently prepares and drafts basic memorandums, meeting notes and other documents; answers correspondence, prepares summaries of records, minutes, and other documents without destroying the meaning; compares a variety of documents such as purchase orders, receiving clips and others to check for arithmetical accuracy and general completeness.
• Operates a variety of standard office equipment including but not limited to computers, telephones, computer terminals, duplicating machines, fax machines, and calculators.

What This Job Offers

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