Office Specialist I/II

Temporary Office Specialist I/II

Work with a large, mission-driven public agency that supports essential water, environmental, and infrastructure services for a major metropolitan region.

Location: San Jose, CA (Onsite)

Assignment Details:

Duration: 960 hours in a fiscal year

Work Schedule: Part Time: 20 hours/week

Start Date: To be discussed

Pay Rate: Office Specialist I- $27.28 - Office Specialist II - $30.11

Role Overview

The Office Specialist I position provides administrative and records management support to the Community Projects Review Unit (CPRU). The role is responsible for organizing, scanning, indexing, maintaining, and retrieving physical and electronic records while ensuring document accuracy, compliance with records retention requirements, and efficient office operations. The position also supports general administrative functions and office organization activities.

Key Responsibilities

• Prepare, purge, organize, and maintain physical and electronic records.
• Scan documents and oversized plans using copiers and large-format scanners.
• Create searchable PDF files using Adobe Acrobat Pro.
• Conduct quality control reviews of scanned documents to ensure completeness and accuracy.
• Save and organize electronic records in designated shared folders.
• Update and maintain file tracking spreadsheets and databases.
• File, retrieve, and organize records in libraries, archives, and storage locations.
• Verify and track engineering-reviewed files and database records.
• Create labels and maintain file storage systems.
• Research, assemble, and maintain records and documentation.
• Operate standard office equipment including scanners, copiers, computers, and related software.
• Support office organization, supply management, and administrative operations.
• Lift and transport light file boxes and materials between office locations as required.
• Assist with mail handling, records storage, and document retention activities.

Required Experience

Office Specialist I Required:

• High school diploma or equivalent (12th-grade completion).
• Minimum 1 year of administrative support experience.
• Experience performing clerical, records management, filing, data entry, or office support functions.
• Experience using office productivity software and office equipment

Preferred

• Experience with document scanning and electronic records management.
• Experience creating and managing PDF documents using Adobe Acrobat Pro.
• Experience maintaining databases, spreadsheets, or document tracking systems.
• Experience working with records retention, filing systems, and document control procedures.
• Experience operating large-format scanners and multifunction copiers.
• Experience supporting engineering, government, utilities, or public-sector records functions.

Required Skills

Technical Skills:

• Microsoft Office Suite (particularly Excel).
• Adobe Acrobat Pro.
• Electronic document management and records management systems.
• Data entry and spreadsheet maintenance.
• Records retention, filing, storage, and retrieval practices.
• PDF creation, indexing, and document quality review.
• Operation of office equipment, including:
• Multifunction copiers
• Standard scanners
• Large-format scanners
• Printers
• Database and file tracking system management.
• Basic document control and records auditing procedures.

Soft Skills:

• Strong organizational skills.
• Attention to detail and accuracy.
• Time management and prioritization.
• Written and verbal communication skills.
• Customer service orientation.
• Ability to work independently.
• Ability to collaborate effectively within a team.
• Problem-solving and information research skills.
• Ability to follow verbal and written instructions.
• Ability to maintain confidentiality and records integrity.
• Ability to perform repetitive tasks while maintaining high accuracy.
• Ability to establish and maintain effective working relationships.

Education / Certifications

Required:

• High School Diploma or equivalent (completion of 12th grade).

Preferred:

• Coursework or training in:
• Business Administration
• Office Administration
• Records Management
• Information Management
• Administrative Support Services

Certifications (Preferred, not required):

• Microsoft Office Certification.
• Records and Information Management (RIM) training.
• Adobe Acrobat Professional training/certification.
• Document Control or Records Management certifications

Tryfacta is an Equal Opportunity-Affirmative Action Employer. We do not discriminate based on Minority / Female / Disability / Veteran / Gender Identity / Sexual Orientation / Age.