OFFICE SPECIALIST

City of Stockton, CA; Stockton (CA); On-site; USD 99,000 - 137,000; Full time

Job summary

City of Stockton, CA is seeking an Office Specialist in the Animal Services Division. The role supports a 9/80 schedule with some weekends and holidays possible. Responsibilities include data entry, responding to inquiries, scheduling, and preparing reports.

Applicants must have a high school diploma or GED and a typing certificate showing 50 net WPM. Background clearance and fingerprinting are required prior to appointment in a Civil Service system.

Qualifications

• Graduation from high school or GED and three years of general clerical or office admin experience.
• Must possess a valid typing certificate for at least 50 net WPM, two years old or less.

Responsibilities

• Operates a personal computer and standard office equipment.
• Receives and screens visitors and telephone calls, takes messages, and directs callers as needed.
• Provides information to internal and external customers requiring judgment or policy interpretation.
• Independently types correspondence, reports, forms and other documents from drafts or brief instructions; enters data and retrieves information.
• Prepares meeting agendas, reserves facilities, and coordinates travel, meals, and lodging; attends meetings to take notes.
• Researches and compiles reports, using arithmetic calculations and multiple sources; maintains records and forms.

Skills

Typing 50 wpm

Data entry

Reception duties

Scheduling appointments

Report creation

Document preparation

Meeting coordination

Records management

Education

High school diploma or GED

Typing certificate 50 wpm (≤2 years old)

Tools

Microsoft Office

Job description

Biweekly Salary Range

$2,185.71 - $2,295.00 - $2,409.75 - $2,530.23 - $2,656.75 - $2,789.58 - $2,859.32 - $2,930.81 - $3,004.08

DEFINITION

OPEN/PROMOTIONAL OPPORTUNITY

FLSA STATUS

Non-Exempt

TENTATIVE EXAMINATION DATE

Week of November 2, 2026 (TBD-Candidate must appear in person for the examination.)

TYPING CERTIFICATE SUBMISSION DEADLINE

Friday, October 30, 2026 at 5:30 pm

The Stockton Police Department is currently looking for an Office Specialist in the Animal Services Division. Incumbents work a 9/80 work schedule with every Wednesday and Thursday off and every other Tuesday off. Please note that for this position, working weekends and holidays may be required.

The Office Specialist is responsible for handling general office duties and functions. Some of those duties may include: Data entry, responding to inquiries, scheduling appointments, creating reports, preparing and processing documents & arranging meetings and appointments.

Under general supervision, provides a variety of routine to complex administrative support, which may include receptionist duties, typing, proofreading, record keeping, opening and distributing mail, scheduling meetings, preparing meeting agendas and summaries, entering and retrieving information from computer databases, carrying out research and compiling reports that may require the use of arithmetical calculations, ordering supplies, processing invoices, and other duties as assigned. The complexity of assignments shall increase as the incumbent progresses from one level in the series to another.

Typing Certificate: Applicants must submit a valid Typing Proficiency Certificate, two years old or less, for at least 50 Net Words Per Minute no later than Friday, October 30, 2026 at 5:30 pm.

Incumbents in this position are included in the Civil Service system, in a "for-cause" employment status, and are represented by the Stockton City Employees' Association. (Classified/Represented) This list may be used to fill future vacancies.

Prior to appointment, eligible candidates will be required to submit to and successfully pass a background investigation, which will include fingerprinting.

CLASS CHARACTERISTICS

Office Specialist is the specialist level in the office support series, with responsibilities including the performance of complex or difficult office support work requiring the use of independent judgment or the application of technical or related skills. Incumbents at this level possess a detailed knowledge of their department's specialized activities and often function as the only office support for an organizational or functional unit. Lead direction of others is not a regular part of the job; although project or relief leadership may be required. This class is distinguished from Supervising Office Assistant in that the latter is the full first-line supervisory class over office support staff.

PRINCIPAL DUTIES (Illustrative Only)

• Operates a personal computer and other standard office equipment.
• Receives and screens visitors and telephone calls, takes messages, personally handles callers/visitors or refers them to proper party.
• Provides information to internal and external customers that may require the use of independent judgment or the interpretation of City or departmental policies and procedures.
• Independently types correspondence, reports, forms, and other specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions; enters and/or retrieves data and prepares documents utilizing various computer programs.
• Initiates routine correspondence for signature by appropriate management, supervisory, or professional staff.
• Reviews a variety of finished materials for completeness, accuracy, format, and compliance with policies and procedures and appropriate English usage.
• Attends to routine office administrative details such as opening and distributing or processing mail, ordering supplies, arranging for the repair of equipment, transmitting information, keeping reference materials up to date, and keeping informed of unit activities.
• Schedules meetings, notifies participants, compiles materials, prepares agendas, reserves facilities; makes travel, meal and lodging arrangements; attends such meetings to take notes as required.
• Researches, compiles, and/or updates a variety of reports which may require the use of arithmetic calculations and consolidating materials from several sources.
• Establishes and maintains records, processes forms, researches and compiles information from such records.
• May plan, assign, direct, and review the work of others on a project basis; may instruct staff in work procedures.

Qualifications

Education/Experience

Office Specialist/Secretary: Graduation from high school or possession of a GED certificate and three years of general clerical or office administrative experience equivalent to the City's class of Office Assistant II. Newly-hired incumbents must possess a valid (two years old or less) typing certificate for at least 50 net words per minute.

Special Requirement

Incumbents in either the Office Assistant I or Office Assistant II level may enroll in the Office Support Certificate Program. Completion of the program must occur as a condition of advancement. Newly-hired Office Specialists and Secretaries will be required to enroll in the City's Office Support Certificate Program and will attempt to complete the course within three years of the date of hire as a condition of continued employment.

Other Requirements

• Possession of a valid California driver's license;
• Evening and weekend work;
• The ability to lift materials weighing up to 30 pounds;
• Frequent operation of a data entry device, involving repetitive motion;
• Occasional standing, bending, or squatting;
• Skill in taking dictation at the rate of 80 words per minute and transcribing it accurately.

Knowledge of

• Office practices and procedures, including filing and the operation of standard office equipment;
• Correct English usage, including spelling, grammar, punctuation, and vocabulary;
• Standard office administrative and secretarial practices and procedures, including business letter writing and standard format for typed materials;
• Policies and procedures related to the department to which assigned;
• Basic record keeping principles and practices and report preparation.
• Business arithmetic, including percentages and decimals.

Skill in

• Performing detailed complex or difficult office support work accurately;
• Organizing, researching, and maintaining office records;
• Composing correspondence independently or from brief instructions;
• Making accurate arithmetic calculations;
• Using initiative and sound independent judgment within established guidelines;
• Operating standard office equipment, including a personal computer;
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments;
• Understanding and carrying out oral and written directions;
• Reading and interpreting rules, policies, and procedures;
• Providing varied office administrative assistance to management, supervisory, and professional staff;
• Establishing and maintaining effective working relationships with those contacted in the course of the work.

The Examination

Applicants who qualify in terms of relevant work experience and education, that best fit the needs of the City, will be invited to participate in the examination process. The examination process may include an oral exam or a training and experience evaluation examination weighted 100%. However, the City reserves the right to utilize alternative testing methods if deemed necessary. Candidates must receive a minimum passing score of 70%, as determined by the relative performance of all candidates in all portions of the examination. In the event of identical ratings, candidates' names will be arranged in order of application date/time, and, if the same, then arranged alphabetically.

The information in this announcement concerning the terms and conditions of employment does not constitute either an express or implied contract, and these provisions are subject to change.

In accordance with California Government Code section 3100, et., seq., all City of Stockton employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.

BARGAINING UNIT: SCEA - ADMINISTRATIVE, CLERICAL AND SERVICES