Office Specialist

Salary: $3,921.62 - $4,766.75 Monthly
Location : Chula Vista, CA
Job Type: Permanent, Full-Time
Job Number: 26016105
Department: Fire - Prevention
Division: Fire Prevention
Opening Date: 05/28/2026
Closing Date: 6/5/2026 12:00 PM Pacific


Description and Essential Functions
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. This class is distinguished from the Senior Office Specialist in that the latter performs advanced journey level work requiring a high level of independence and specialized knowledge.
The current vacancy is in the Chula Vista Fire Department.

Essential Functions
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, Skills and Abilities
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.

Physical Demands and Working Conditions
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.

Additional Information
The selection process may consist of the following:

Written Exam - Tentative Dates: June 22, 2026, June 25, 2026

Panel Interview - Tentative Dates: July 6, 2026, July 7, 2026
All dates indicated above are tentative and subject to change without further notice.
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.
ACE Benefit Summary: Click
01


The supplemental questionnaire is used to further evaluate your experience and education to determine your eligibility for this position. Please answer each question accurately and thoroughly. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of your Employment Application. Failure to complete the "Work History/Experience" section of the employment application will result in your application not being considered. Please do not refer your response to your resume. A resume will not be considered in determining your qualifications.

• I have read and acknowledge the instructions stated above.

02



EDUCATION: Which of the following best describes your highest level of education completed?

• Bachelor's degree
• Associate's degree
• Some college courses
• High School / GED
• Did not graduate High School / obtain GED

03



EXPERIENCE:
Which of the following best describes your responsible clerical experience?

• Five or more years of experience
• At least three years but less than five years of experience
• At least one year but less than three years of experience
• Less than one year of experience
• No experience

04


Describe your increasingly responsible clerical experience. Please list ALL employment from the Work Experience section of your application where you gained this experience.
Your response must include and FOLLOW the format below. Treat each change in position or employer separately. Provide the following for EACH change in position or employer.

A. Name of employer;
B. Your job title;
C. Date(s) of employment (from - to);
D. Type of employment (indicate if full-time, part-time, volunteer, internship); and
E. Brief description of duties.


NOTE: Responses that are incomplete, do not address all of the items above, "See Resume" response, or responses in a narrative format will result in your application being rejected for lack of information.

If you do not have experience, please indicate "no experience" below.


05



PUBLIC CONTACT EXPERIENCE
Some positions involve a high level of public contact.
Please check each of the following you have a MINIMUM of one (1) year of experience performing. Check all that apply.

• Answer multi-line phone
• Explain polices and/or procedures
• Handle complaints/emotional customers
• Screen visitors/clients
• Schedule appointments
• None of the above

06



OFFICE MANAGEMENT SUPPORT EXPERIENCE
Some positions provide office management support to an independent office, involving the performance of a broad range of administrative tasks.
Please check each of the following you have a MINIMUM of one (1) year of experience performing. Check all that apply.

• Cash handling duties
• Compose routine correspondence
• Filing and records maintenance
• Entering information into a database system
• None of the above

07



COMPUTER EXPERIENCE
Note: The level of proficiency you state below may be evaluated by the hiring department prior to or during your probationary period.
MICROSOFT WORD

• Expert: I have trained others so they can use this software or others consult me as an expert for assistance.
• Proficient: I use this software as a regular part of my job duties.
• Intermediate: I have used this software independently but not extensively.
• Beginner: I require assistance to use this software.
• N/A: I do not have experience with this software

08



MICROSOFT EXCEL

• Expert: I have trained others so they can use this software or others consult me as an expert for assistance.
• Proficient: I use this software as a regular part of my job duties.
• Intermediate: I have used this software independently but not extensively.
• Beginner: I require assistance to use this software.
• N/A: I do not have experience with this software

09



APPLICANT'S ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL)
The City of Chula Vista's Human Resources Department uses electronic mail (e-mail) to notify applicants of important information relating to the status and processing of your application. We do so as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Therefore, as an applicant, you are hereby advised of the following:

1. Ensure that the email address and contact information you provide is current, secure, and readily accessible to you. Do not share email addresses. Spam or other filters should be adjusted to accept our emails. We will not be responsible in any way if you do not receive our emails , i.e., for the non-delivery of email or if you fail to check your email-box on a timely basis, etc.

2. Read any notices we send carefully and in a timely manner. Follow further instructions, if any. We recommend that you print and keep a hard copy of our notices for your records.

• I acknowledge that I have read, understand, and agree to the above.

Required Question