Senior Office Specialist

The Position

This job posting will close once 50 applications have been received, or when the application deadline is reached, whichever comes first. The City of Carlsbad is ideally situated in north San Diego County where a great climate, beautiful beaches and lagoons, and abundant natural open space combine with world-class resorts, family attractions, well planned neighborhoods, excellent schools, and a charming village atmosphere to create the ideal California experience. Covering nearly 40 square miles, the City of Carlsbad is currently home to about 115,000 residents. Thanks to an award-winning growth management plan, the city's infrastructure and services keep pace with development and promote an excellent quality of life.

This position offers a unique opportunity to work in the Library and Cultural Arts Department. Provides administrative support to Deputy Library Director and staff, including ordering supplies, cash handling, taking minutes at meetings, distributing mail and packages, maintaining asset inventories, maintaining internal phone lists, and updating staff bulletin boards. This position requires confidentiality, flexibility, and multi-tasking skills. The ideal candidate will have great customer service skills, and an ability to maintain excellent customer service under difficult circumstances. Providing administrative support to the Deputy Library Director, and staff, including ordering supplies, cash handling, taking minutes at meetings, document copy-editing and formatting, distributing mail and packages, maintaining asset inventories, maintaining internal phone lists, and updating staff bulletin boards.

We are seeking someone who is a motivated self-starter, detail oriented and accurate, able to multi-task and prioritize work effectively, as well as team-oriented, adaptable to new situations and committed to continuous learning and improvement. They will also be able to receive, internalize and grow from feedback, understand confidentiality, assume positive intent and react to stressful situations in a professional manner.

This position is located at the Cole Library. Current Library Hours to the Public: 10 a.m. to 7 p.m. Monday to Thursday, 10 a.m. to 5 p.m. Friday & Saturday. This position is Monday Friday from 8 a.m. to 5 p.m. Some flexibility is permitted.

The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

Key Responsibilities

(These are representative duties and the emphasis on certain duties will vary depending on the job assignment.)

Prepare a variety of documents in draft and final form, such as, correspondence, standard forms, charts, and reports using a computer; perform data entry; type from written, recorded, or printed sources and/or oral instructions; proofread materials for correct grammar, spelling, and punctuation.

Prepare, validate, process, and/or check a variety of documents and records, such as invoices, requisitions, application forms, and public notices for completeness, accuracy, and submission standards; compile and record fiscal transactions or payroll records according to established procedures; may keep petty cash.

Receive the public/staff to answer questions and calls; determine how incoming calls should be routed; direct people to appropriate offices; answer routine questions; explain established procedures, processes, or departmental activities; distribute and explain forms, such as applications; schedules appointments, training, or examinations; obtain information to create or update files; prepare agendas, clerk and complete minutes for public meetings.

Maintain records by transferring data, calculating totals and subtotals; or process technical records reviewing documents for completeness and consistency; complete standard forms; maintain cross reference files by assigning or checking filing codes to items based upon material/document content; maintain logs of processed materials. Operate and maintain automated and manual data systems in this record keeping function.

Compile reports by extracting and/or tabulating information from a variety of sources, such as files, correspondence, meeting notes, logs, previous reports, and/or oral instructions.

Sort and/or file materials, such as, correspondence, applications, documents, employee records; time stamp and distribute mail; prepare mailings; maintain cross reference files or indexes; purge filing system and destroy or archive purged records.

Operate a variety of office equipment, such as photocopiers, computers and peripheral equipment; may perform equipment/system maintenance checks; may receive and transmit messages by two-way radio. Collect fees and payments and prepare deposits.

Provide instruction and/or assistance to others in the performance of related tasks.

Perform other related duties as assigned.

Qualifications

To perform a job in this classification, an individual must be able to perform the essential duties as generally described in the specification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties in a specific job. The requirements listed below are representative of the knowledge, skill and/or ability required.

Knowledge of:

Modern office equipment, methods and procedures.

Proper English usage, punctuation, grammar and spelling.

Working knowledge of policies, procedures, and rules of the assigned work unit as related to position responsibilities.

Thorough knowledge of department policies, procedures, and rules as it relates to the assigned work.

Thorough knowledge of software applications, specifically Microsoft Office products Teams, Outlook and Excel, and including word processing; and spreadsheet or database management as it relates to the assigned work.

Skill in:

Utilizing computers and performing basic data entry.

Keyboarding at 40 wpm net corrected speed from clear copy.

Ability to:

Demonstrate excellent customer service.

Use correct English grammar, punctuation, and spelling.

Maintain electronic records and manual data systems.

Alphabetize or numerically/chronologically sort materials.

Communicate effectively in oral and written form.

Develop and maintain effective working relationships.

Learn the policies and procedures of the assigned department unit as related to position responsibilities.

Understand and carry out oral and written directions.

Apply and explain policies and procedures related to the job assignment within the standard guidelines.

Work independently.

Maintain records and perform assigned program activities in accordance with established practices and general instructions.

Apply and exercise discretion and judgment in resolving problems.

Experience & Education

Any combination equivalent to experience and education that could likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required knowledge, skills, and abilities would be:

Equivalent to completion of the twelfth grade, including or supplemented by specialized training in the clerical occupation field.

Two years progressively responsible experience including one year in a specialized capacity.*

*One year of specialized experience may be substituted with a combination of applied coursework or demonstrated competencies of knowledge and abilities through a proficiency program.