LTA Office Specialist II (Reception)

Job Title

Part-time, Limited Term Assignment (LTA) Office Specialist II

Job Description

The Information Technology Department, Support Services Division is hiring a part-time, Limited Term Assignment (LTA) Office Specialist II. This position serves as the City Hall Receptionist and is the initial point of contact for residents visiting or calling the City. The ideal candidate will be an experienced customer service-oriented individual that will greet visitors, answer phones, and assist customers in attaining appropriate City services. In addition, this position is responsible for answering questions, document creation and preparation, report writing and reviewing, resource scheduling, research, general clerical functions, and other similar duties. The ideal candidate must be committed to excellent customer service and have experience answering multi-line phones and greeting customers. Applicants must have experience using the Microsoft Office Suite of products (Word, Excel, PowerPoint, and Outlook) and have basic knowledge of City government operations.

Please Note: This is a part-time, benefitted Limited Term Assignment (LTA) intended to support current operations and maintain workflow. The assignment is anticipated to continue through June 30, 2027. The anticipated work schedule is Monday through Friday, 12:30 p.m. to 5:00 p.m.

Definition: Under direct supervision, performs a variety of routine clerical duties to support the operations of the assigned department.

Distinguishing Characteristics: The Office Specialist II is the Entry level classification in the Administrative series. The employee performs a full range of general clerical support functions. The Office Specialist II is distinguished from the Office Aide by the level of responsibility assumed and the complexity of duties assigned.

Supervision Received and Exercised: Receives direct supervision from the Director of their designated department or his/her designee. No supervision is exercised.

Examples of Duties

Duties may include, but are not limited to, the following:

• Greets and receives visitors and answers incoming calls; answers routine questions and provides basic departmental information; distributes forms, permits and informational materials; routes or directs individuals to supervisors, staff members or external agencies as appropriate
• Prepares a variety of documents in draft and final form from written or oral instructions, including basic letters, forms, charts and summary reports; reviews and proofreads a variety of written documents and records for completeness, accuracy and correct grammar, spelling and punctuation, including correspondence, timesheets, invoices and requisitions
• Enters requisitions for purchase orders, budget transfers, and payments; follow through to ensure correct and timely completion
• Records, files and maintains information and alphanumeric data; compiles and prepares basic reports regarding departmental activities by researching, compiling and summarizing information contained in various sources such as paper and electronic files, database software, correspondence and notes
• Schedules conference rooms and facilities for meetings and events; registers participants in classes and sports programs; collects and processes fees; issues receipts, permits and contracts
• Creates, labels and maintains electronic and paper filing systems; scans, files, maintains, purges and archives correspondence, records and other written documents
• Opens, sorts and distributes incoming mail; prepares letters and informational materials for outgoing mail
• Prints documents and makes photocopies; compiles, prepares and organizes documents for mailing, distribution and use by department staff
• Orders and maintains inventory of departmental supplies; processes invoices for payment; creates and processes purchase orders
• May provide assistance with department software operation and troubleshooting
• Provides backup support to other staff
• Prepares and writes a variety of reports and documentation, including detailed Risk Management incident reports
• Performs other duties of a similar nature

Minimum Qualifications

Education and/or Experience: High School Diploma or equivalent; and one (1) year of increasingly responsible experience performing general clerical duties.

Knowledge, Skills & Abilities:

• Knowledge of: Objectives, programs, policies and procedures of the assigned department
• Principles and procedures of record keeping and reporting
• Occupational hazards and safety measures appropriate to work performed
• Skill to: Operate various types of standard office equipment, including a personal computer, tablet and related software
• Operate a motor vehicle in a safe manner
• Ability to: Understand and apply departmental policies and procedures
• Establish and maintain courteous, cooperative, and effective working relationships with those encountered in the course of work
• Maintain professionalism, courtesy and composure at all times, including stressful situations, and handle disputes and complaints in a calm manner
• Prepare and maintain accurate and precise written documents such as reports, records, forms and correspondence
• Understand and follow oral and written instructions
• Communicate clearly and concisely, orally and in writing
• Use proper English, spelling, grammar and punctuation
• Perform basic arithmetic computations with speed and accuracy
• Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines
• Effectively handle multiple priorities and organize workload
• Work independently and efficiently
• Serve as emergency services worker in the event of an emergency

Licenses and/or Certificates: None

Special Requirements: Satisfactory results from a background investigation and administrative screening. The administrative screening may include a pre-employment drug screening for positions which are designated as safety sensitive or security sensitive, including but not limited to being responsible for the care and custody of children and operating heavy equipment.

May be required to occasionally work outside of regular work hours (e.g. evenings, holidays and weekends).

Supplemental Information

Working Conditions & Physical Demands: The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand and sit; talk or hear both in person and by telephone; use hands to finger, handle, feel or operate equipment needed to carry out duties of the position; and reach with hands and arms. The employee frequently stands or walks, and lifts and moves records and documents or objects weighing up to 50 pounds alone, and up to 100 pounds with assistance. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. The employee is regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, customers, vendors, contractors, and the public. The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 50 decibels.

This recruitment will establish an eligibility list which may be used to fill future vacancies in the same classification or below in the same classification series for both project and authorized positions.

Please Note: If you are a CalPERS annuitant, please be advised that this position does not meet the statutory criteria for post-retirement employment because the incumbent will be performing regular staff duties for an undetermined duration. Employment in this capacity would require you to rescind your retirement and reinstate as a current member of CalPERS.

Supplemental Information:

Flexibly Staffed: Yes

FLSA Status: Non-Exempt

Conflict of Interest: Not Required

Department: Various

Bonding Required: No

We are an Equal Opportunity Employer. We do not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, mental condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. If you require a reasonable accommodation to assist with the application, examination or interview process, please contact our Human Resources Department at View phone number on click.appcast.io as soon as practicable.

Benefit Summary for Part-Time Represented Employees City Contributions The City provides a Health Flex Contribution (HFC) of $1,000 per month that may be used for enrollment in the City's health, dental, or vision insurance, or a health flexible spending account. Any unused portion of the HFC will be forfeited. The City also provides a Cafeteria Allotment that may be used to pay premiums for health, dental,