Senior Office Specialist - Citywide

Salary Information $67,026.96 - $81,485.04 Annually Includes an approximate five percent (5%) ongoing non‑pensionable compensation. Salary will be determined by final candidate qualifications and experience. Responsibilities Provides customer service duties requiring knowledge of organization and applicable procedures, laws, rules, and regulations. Acts as receptionist, refers individuals to appropriate staff, provides information and written materials, helps public fill out forms, and responds to complaints. Answers and screens telephone calls, takes messages, and refers calls to appropriate persons; provides information over the phone requiring knowledge of the organization and its regulations. Assembles and verifies data and information in complex reports (financial, statistical, contractual). Gathers information from other sources, prepares summaries, tabulations, or reports of data and information. Performs data entry and types documents, reviews documents for accuracy, and may review for content using word processing, spreadsheets, database systems, and presentation software. Sets up complex filing systems and procedures, including retention control procedures and automated record‑keeping systems; maintains and updates files, forms, records, and documents, including personnel and legal files. Codes items for posting, entering or listing; maintains diversified records including employee time and assignment records; prepares and distributes documents with legal implications and deadlines. Independently prepares and drafts basic memorandums, meeting notes, and other documents; answers correspondence, prepares summaries of records and minutes without destroying meaning; checks purchase orders, receiving slips, etc. for arithmetical accuracy and completeness. Operates standard office equipment including computers, telephones, fax machines, and calculators. Minimum Qualifications Education: Completion of high school or equivalent (GED or California Proficiency Certificate). Experience: Two (2) years of experience in varied office clerical work. Acceptable Substitution: A bachelor’s degree from an accredited college or university may be substituted for the required experience. Other Qualifications Demonstrates knowledge of applicable professional/technical principles and practices, department procedures, policies, and state/federal regulations. Experienced with common business computer applications including MS Outlook, Word, PowerPoint, Access, and Excel. Demonstrates customer service ability by anticipating customer needs and delivering services effectively and efficiently with a professional demeanor. Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions. Makes effective decisions and achieves desired results amid major changes in responsibilities, work processes, timeframes, performance expectations, and organizational culture. Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past or current positions. Completes quality work assignments in a timely and efficient manner; maintains confidentiality as appropriate. Develops effective relationships with co‑workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective listening skills and openness to others’ ideas. Equal Opportunity Employer 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 federal, state, or local laws. Reasonable accommodations are available for job applicants with disabilities. #J-18808-Ljbffr City of San José