Office Specialist

The Position

Office Specialist

(Full-Time/Part-Time)

Are you interested in a career in public service where you can make a positive impact on the community? Do you consider yourself to be organized and personable? If so, the City of Ontario has an exciting career opportunity for a well-qualified applicant interested in joining the City's team as an Office Specialist. The Office Specialist plays a key supporting role within an assigned department by providing critical administrative and clerical support.

The Ideal Candidate

Working in a diverse professional environment, the ideal candidate for this position will have the following personal characteristics:

• The ability to take ownership of their position to support the other members of the team.
• Exceptional communication / interpersonal skills enabling them to collaboratively work with the public, City staff, and management.
• Strong organizational skills.
• The ability to administer multiple tasks and easily transition between the department's needs as they alternate between immediate demands and ongoing administrative operations.
  
  

Additionally, the successful candidate will be a role model for the City's Customer Service Philosophy - Empathy, Respect, and Problem Solving - and emulate the qualities of a "Five Tool Player" - Leader, Thinker, Operator, Communicator, and Public Servant.

NOTE: The Office Specialist is a common classification used in a variety of City departments. This recruitment will result in an eligibility list to meet the current and future staffing needs of departments with openings in this classification. The current vacancy is Full-Time with the Community Improvement Department.

The following procedures will apply

• The Eligibility List will consist of both internal and external applicants who meet the qualifications and successfully complete any required selection processes.
• The hiring department has the discretion to consider internal applicants on the Eligibility List prior to considering external candidates on the Eligibility List.
• The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below.
• Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City will be invited to participate further in the selection process.
  
  

Community Improvement Department

The City of Ontario's Community Improvement Department's primary objective is to improve the quality of neighborhoods throughout Ontario by removing blighted conditions, rehabilitating the current housing stock, and creating self-sustainable neighborhoods. The Community Improvement Department is a division of the Community Development Agency and is responsible for enforcing Ontario Municipal Code regulations on private property throughout the City. This may include, but is not limited to health and safety matters, unpermitted vending activity, parking on private property, zoning violations, property maintenance, and other substandard conditions on residential, commercial, and industrial properties. The Community Improvement Department also operates the Weed Abatement program, Abandoned and Distressed Property Registration program, and Systematic Health and Safety Rental Inspection program, all focused on enhancing community aesthetics and overall living conditions for the residents of Ontario.

The City of Ontario

The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario enjoys the reputation of being a progressive City which provides solid leadership to its citizens and to the business community. The City provides a full range of services to the community including, but not limited to: Police, Fire, Management Services, Community Life & Culture, Community Development, Economic Development, Public Works and the Ontario Municipal Utilities Company. The City's team is staffed with approximately 1,517 full-time equivalent diverse and talented employees who work to support a common goal of providing excellent service to the community.

About

The City's vision for the future is very exciting, and we foresee tremendous growth within the years to come. We welcome you to view the City of Ontario's 2024 State of the City video by clicking on the link below as well as the other links to learn more about the City:

State of the City (Video link)

The Ontario Plan (The City's Comprehensive Business Plan for Development)

Smart Ontario (Information about recent City projects)

Downtown Ontario (What to do in Downtown Ontario)

Examples Of Essential Functions

The essential functions typically performed by the Office Specialist include the following

• Types correspondence, reports, records, applications, and other types of documents.
• Answers incoming calls and routes individuals to appropriate staff.
• Schedules meetings.
• Assists public at front counter and directs public to appropriate locations and/or staff.
• Responds to basic questions from the public regarding department procedures.
• Prepares and maintains various logs, records, invoices, purchase orders, and department files.
• Enters, updates, and verifies detailed fields of information in department computer databases and prepares forms, lists, and related summaries.
• Issues forms and permits and processes applications and payments.
• Operates or relieves personnel on switchboard and assists other administrative support personnel in completing tasks.
• Operates computer and cash register; computes, prepares, and records deposits from fees or basic accounting transactions.
• Prepares and distributes incoming and outgoing mail.
• May dispatch service requests to field personnel using two-way radio.
• Coordinates and makes travel arrangements for conferences, workshops, and other meetings to be attended or administered by managers, supervisors, administrators, or other personnel.
• Arranges, assembles, and prepares designated information for annual budget.
  
  

Qualification Guidelines

Education

High school diploma or recognized equivalent.

Experience

Three (3) years of varied office clerical support experience, including some public contact work; experience and/or training in the use of Microsoft Office software.

Licenses

A valid Class C California driver's license and an acceptable driving record.

Desirable

Experience with Microsoft Office, Workday, and other software application programs.

Supplemental Information

How to Apply

Qualifications

Apply online by clicking on the "Apply" link at the top of this announcement. If this is the first time applying for a position using governmentjobs.com, you will be prompted to create a new user account, otherwise, log in with your username and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following:

• List any relevant experience and education that demonstrates that you qualify for the position.
• List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario).
• Separately list each position held, including different positions with the same employer.
  
  

A resume may be attached to your application but will not substitute for the proper completion of your application. Applications that are not properly completed may be rejected.

NOTE: Transcripts from colleges, universities or technical schools outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or credential evaluation report will result in your application being rejected and you will not be able to continue in the selection process for this position.

Application Process

Applicants are required to submit required certification(s) or other required documentation as outlined in the Qualifications Guideline section of this bulletin. Please use the attachment function found on the City's online application to attach copies of the requested certification(s) or other documentation. Failure to attach required documentation may result in the rejection of your application. Please contact the Human Resources/Risk Management Agency if you have any questions regarding the application process.

Your application is the primary tool used to evaluate your job qualifications. It is important that your application show all the relevant education and experience you possess. Failure to complete these sections may result in the rejection of your application.

Supplemental Questions

To complete your application for this position, you may be prompted to respond to supplemental questions. This information will be used as part of the application screening and selection process and is designed to help you present your qualifications for this position. This may include a selection step in which your application and supplemental questions are reviewed and scored by a panel of raters familiar with this position.

Incomplete responses, false statements, omission, or partial information may result in disqualification from the selection process. Your responses should be consistent with the information provided on your application.

Please provide succinct, concise, descriptive, and detailed information for each question. If you have no experience, write "no experience" for the appropriate question.

Email Notices

Email is the primary way that the Human Resources/Risk Management or Hiring Department will communicate with you. Please check your email account (including the SPAM folder) on a regular basis for any emails related to the application or selection process. Emails from the City of Ontario will come from "@ontarioca.gov" or "governmentjobs.com." If you change your email address after submitting your application please visit governmentjobs.com and update your profile.

Frequently Asked Questions

If you have any additional questions regarding the application process, please refer to our Frequently Asked Questions page.

The City of Ontario values the health and wellness of our employees and their families. We understand benefits are an important part of your total compensation and we take pride in offering a comprehensive benefit package. Please check out our excellent benefit packages here www.ontariocityemployees.org.

Employees in this classification are represented by Teamsters Local 1932. For a list of benefits for Teamsters employees please click here 2024 Teamsters Benefit Guide.

01

INSTRUCTIONS: The information on your application and the following supplemental questionnaire will be used in the evaluation of your qualifications. Detailed responses should be provided in order to ensure that your qualifications are properly considered. If the item does not apply, please enter N/A. By continuing you are certifying that all information provided in the supplemental questionnaire is true to the best of your knowledge.

• I understand the above statement.
  
  

02

Do you have a high school diploma or a recognized equivalent?

• Yes
• No
  

03

Please indicate your complete years of office clerical support experience.

• No experience
• Less than one (1) year
• One (1) year but less than two (2) years
• Two (2) years but less than three (3) years
• Three (3) years or more
  
  

04

Do you have some public contact work experience?

• Yes
• No
  

05

Do you have experience and/or training in the use of Microsoft Office software?

• Yes
• No
  

06

Please use the space below to describe your experience working with the public.

07

List your compute software program experience (e.g. Word, Excel, Access, Outlook, etc.). Describe your level of expertise in each program. Justify your skill by identifying the programs' most sophisticated functions or features in which you are proficient.

08

Describe a period of time when you worked on multiple, complex activities or projects simultaneously. How did you stay organized and continually move the projects forward?

09

Please select the type(s) of positions you would be interested in working. Note: This question may be used as a filter in selecting candidates for specific vacancies.

• Full-Time Only
• Part-Time Only
• Both Full-Time and Part-Time
  
  

Required Question

Employer City of Ontario

Address 200 North Cherry Avenue

Ontario, California, 91764

Phone 909.395.2455

909.395.2000

Website http://www.ontarioca.gov