Office Specialist

Chula Vista Fire Department Office Specialist

To perform a wide variety of general clerical duties related to the function and department assigned. This is the full journey level class in the Office Specialist series and has the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise. Essential functions may include, but are not limited to, the following:

• Perform general clerical duties related to assigned functional area and department
• Type, proofread and process a variety of documents including general correspondence, memos, and statistical charts from rough draft, dictaphone recordings or verbal instruction
• Act as a receptionist; answer the telephone and wait on the general public, giving information on department and assigned program policies and procedures
• May use a radio to dispatch staff to service locations
• Issue, receive, type and process various applications, permits and other forms
• Process permits and licenses; collect and process fees and charges
• Schedule inspections and appointments as assigned; perform a wide variety of routine clerical work including filing, billing, checking and recording information on records
• Sort and file documents and records, maintaining alphabetical, index, and cross-reference files
• Compile information and data for statistical and financial reports; maintain ledger of expenses and revenue; maintain a variety of statistical records; check and tabulate statistical data; prepare simple statistical reports; operate standard office equipment including computer equipment
• Receive, sort and distribute incoming and outgoing correspondence; 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

Minimum Qualifications

Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be training equivalent to completion of the twelfth grade. One year of responsible clerical experience is desirable.

Knowledge, Skills and Abilities / Physical Demands and Working Conditions

Knowledge of English usage, spelling, grammar, and punctuation; modern office procedures, methods and computer equipment. Ability to intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff; learn organization, procedures and operating details of the city department to which assigned; perform a variety of responsible clerical duties in support of department operations; work independently with little supervision; perform clerical work including maintenance of appropriate records and preparation of general reports; verify and check files and data; perform simple mathematical calculations; operate a variety of office equipment such as a calculator, computer and related software; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner. On a continuous basis, sit at a desk and/or stand at a counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less. Work around hazardous chemicals and drugs used for shelter cleaning and medical purposes; work around loud animal noises, odors, pet dander, diseases and dangerous animals.

Additional Information

Recruitment No. 26016105 To be considered, applicants must submit a City Application and Supplemental Questionnaire by 12:00 PM on the closing date listed. Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via e-mail. Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. Note that the examination materials for this recruitment are validated, copyrighted and/or inappropriate for review. The eligibility list established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.