OFFICE SPECIALIST

Company: City of Goleta, CA
Location: Santa Barbara
Posted on: September 5, 2024

Job Description:

Salary: $25.22 - $32.19 Hourly

Location : Goleta, CA

Job Type: Full time, non-exempt

Job Number: 2024-017

Department: CITY CLERK

Opening Date: 08/13/2024

Closing Date: 9/3/2024 11:59 PM Pacific

Description

The City of Goleta invites applicants for Office Specialist to fill one (1) vacancy. This position provides direct support to the City Clerk's Office.

Note regarding salary: effective the first pay period of January 2025, the position will receive a base salary increase of 3%.

IDEAL CANDIDATE

The ideal candidate will possess excellent skills in the areas of communication, organization, and time management, with a demonstrated ability to efficiently manage a variety of clerical tasks and adeptly meet deadlines. As a first point of contact at Goleta City Hall, the ideal candidate possesses and provides a high standard of exceptional customer service.

ABOUT THE POSITION

The Office Specialist serves as the primary point of contact for all visitors and individuals conducting business at Goleta City Hall. Under general supervision, the role involves operating and answering a multi-line telephone system and directing calls as needed. The position requires performing a variety of clerical tasks, including typing, filing, data entry, and record-keeping.

ABOUT THE DEPARTMENT

The City Clerk's Office is a division within the City Manager's Office. This division administers democratic processes such as elections, access to City records, and legislative actions to ensure transparency to the public. It also provides administrative support for the City Council agenda process, records management, and commission liaison training.

In addition, the City Clerk's Office oversees support services functions in City Hall, including reception and administrative support, the purchase of office supplies, business services and equipment, and other citywide administrative functions.

Depending on the needs of the department and upon certification, this position may be eligible for bilingual pay, currently at $65 per pay period.

Examples of Duties

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

• Receives the public and staff; provides assistance and answers questions and calls; determines how incoming calls should be routed; directs people to appropriate offices; answers routine questions; explains established procedures, processes or departmental activities; distributes and explains forms, such as applications or permits; assists with the issuance of encroachment permits; schedules appointments, training, or examinations; obtains information to create or update files.
• Uses word processing software to create a variety of documents in draft and final form, such as correspondence, standard forms, charts, contracts, bid documents and reports; performs data entry; proofreads materials for correct grammar, spelling, punctuation, and general content.
• Prepares, validates, processes, and/or checks a variety of documents and records such as invoices, timesheets, application forms, purchase orders, contracts, bid documents and public notices for completeness, accuracy and submission standards; may assist with agenda preparation; compiles and records fiscal transactions, payroll records, and statistical data according to established procedures; may maintain petty cash.
• Maintains records by transferring data and calculating totals and subtotals; processes technical records reviewing documents for completeness and consistency; completes standard forms; maintains cross reference files or indexes; maintains logs of processed materials; may assist in operating a computerized records management system.
• Compiles reports by extracting and/or tabulating information from a variety of sources, such as files, correspondence, meeting notes, logs, previous reports, and/or oral instruction; recommends and assists in implementing office programs and clerical systems, procedures and policies.
• Sorts and files materials such as correspondence, applications, and documents; purges and destroys files according to the city-wide records retention and destruction schedule; may assist with job recruitments.
• Time stamps and distributes mail; takes outgoing mail to the post office; prepares mailings as needed.
• Operates a variety of office equipment, such as telephone systems, photocopiers, computers and related software, and other equipment necessary in the performance of duties.
• May collect fees and payments; provides instruction or assistance to others in the performance of related duties.
• Attends department staff meetings, City staff meetings and training sessions; participates in employee development activities as assigned.
• Provides vacation and temporary relief as required. Typical Qualifications
  
  Education, Experience and Training
  
  Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
  
  Education:
  
  Graduation from high school or equivalent, including or supplemented by specialized training in the clerical occupation field.
  
  Experience:
  
  Two years of experience in related clerical work involving a variety of typing and/or office operation responsibilities.
  
  Knowledge and Abilities
  
  Knowledge of:
  • General office methods and procedures.
  • Proper English usage, punctuation, grammar, and spelling.
  • Working knowledge of policies, procedures and rules of the assigned work unit as well as other City departments.
  • Effective methods and techniques in customer service and telephone caller handling.
  • Office equipment operation, including multi-line telephone systems, computers, adding machines, photocopiers, and other related office equipment.
  • A variety of software applications as required by job assignment Ability to:
    • Use correct English grammar, punctuation and spelling.
    • Receive the public in person and/or over the telephone.
    • Apply and explain regulations, policies and procedures.
    • Maintain records and perform assigned program activities in accordance with established practices and general instructions; perform detailed and multi-task activities.
    • Alphabetize and/or numerically/chronologically sort materials.
    • Type at a speed necessary to perform assigned duties.
    • Understand and follow written and verbal instructions.
    • Communicate clearly and concisely, both verbally and in writing.
    • Learn the policies and procedures of the assigned department as related to position responsibilities.
    • Operate related office equipment including a multi-line telephone system.
    • Remain seated and work at a video display terminal for prolonged periods and file documents in various locations and heights.
    • Work independently.
    • Establish and maintain cooperative and effective working relationships with those contacted in the course of work. Special Requirements
      • Possession of a valid Class C California driver's license with a satisfactory driving record.
        
        9/80 WORK SCHEDULE: Optional and subject to Department Director approval.
        HYBRID WORK SCHEDULE: Subject to approval. Employees must work a minimum of two days in-person, allowing up to three days remote,
        HOLIDAYS: 13 fixed holidays (at 8 hours each); one floating holiday (8 hours).
        VACATION: Annual vacation leave accrual of 88 hours and up to 176 hours after 15 years of service with a maximum accrual of 320 hours. Pursuant to eligibility requirements, employees may have the option to cash out up to 100 hours per fiscal year.
        SICK LEAVE: Sick leave accrual of 12 days (96 hours) per year with no maximum accrual.
        BENEFIT PLAN: The City provides a monthly Flexible Benefit Plan allowance of $1,460.00 for the payment of health, dental, and vision insurance premiums through the City's benefit program or $1,033.34 for participation in a qualified plan elsewhere..
        LIFE INSURANCE: Benefit level equivalent to 1x annual salary to a maximum of $200,000. Premium paid by City.
        RETIREMENT PLAN: The City participates in the California Public Employees' Retirement System (PERS) and does not participate in Social Security. New PERS members receive 2% at age 62, average of 3 years' final compensation benefit level and contribute 7.75% of their salary to pension costs. Classic members receive 2% at age 55, single-highest year benefit formula and pay 7.00% of their salary toward pension costs
        LONG-TERM DISABILITY: Paid by City.
        DEFERRED COMPENSATION PLAN: Employee-paid deferred compensation plan is available.
        FLEXIBLE SPENDING ACCOUNT PROGRAMS: Employee-paid Flexible Spending Account Programs for medical and dependent care expenses are available.
        COASTAL HOUSING PARTNERSHIP: The City is a member of the Coastal Housing Partnership, which offers home loan assistance and rental reductions.
        PAID SUPPLEMENTAL PREGNANCY DISABILITY LEAVE AND SUPPLEMENTAL PAID PARENTAL LEAVE: The City of Goleta will pay the difference between any benefit the employee receives through state SDI or other City-offered group disability insurance plan and 100% of the employee's base salary (not to exceed ten weeks for pregnancy disability and not to exceed six weeks for parental bonding).
        TRANSPORTATION DEMAND MANAGEMENT PROGRAM: Through participation in the City's Transportation Demand Management (TDM) program, employees may be eligible to receive a per-diem benefit of $7.50 per day.
        
        01
        
        Do you possess a high school diploma or equivalent?
        • Yes
        • No
          
          02
          
          Do you have at least two (2) years of experience in related clerical work involving a variety of typing and/or office operation responsibilities?
          • Yes
          • No
            
            03
            
            Please describe a situation in which you provided exceptional customer service.
            
            Required Question

Keywords: City of Goleta, CA, Santa Barbara , OFFICE SPECIALIST, Administration, Clerical , Santa Barbara, California