Office Specialist I/II

City of Union City; Union City (CA); On-site; USD 35,000 - 45,000; Full time

Job summary

The City of Union City is seeking an Office Specialist to provide clerical and administrative support. This entry-level position involves tasks such as typing, filing, and maintaining records. Ideal candidates will have strong organizational and communication skills, with a high school diploma preferred. Opportunities for advancement to higher levels exist based on experience and proficiency.

Qualifications

• 0-2 years of clerical experience for Office Specialist I.
• 1-3 years of clerical experience for Office Specialist II.

Responsibilities

• Types correspondence, reports, and specialized documents.
• Maintains office files and prepares various reports.
• Operates standard office equipment and processes mail.

Skills

Clerical

Organizational Skills

Communication

Education

High School Graduation

Job description

Description

Under general supervision, provides clerical and administrative support to a department head, division head, section supervisor, and/or supervisory and professional staff within various City departments. Typical functions include, but are not limited to, reception, word processing, record keeping, and filing. May also perform related work as assigned.

Class Characteristics

Office Specialist I – This is the entry-level class in the Office Specialist series. Initially under close supervision, incumbents learn office and City procedures. As experience is gained, there is greater independence of action within established guidelines. This class includes part-time and temporary positions providing relief support to various City departments. It is alternately staffed by the Office Specialist II class. Full-time incumbents may advance to the higher level after gaining experience and demonstrating proficiency that meet the qualifications of the higher class.

Office Specialist II – This is the journey-level class in the Office Specialist series. Requires the competency to independently perform a variety of office support duties. Positions are characterized by clear guidelines from which to make decisions and supervision in non-routine circumstances. Duties, including typing, word processing, and use of online or personal computers, vary by organizational unit. This class is distinguished from Office Specialist III, which performs more complex or specialized clerical functions. Full-time incumbents may advance after gaining experience and demonstrating proficiency to meet the higher class qualifications.

EXAMPLES OF DUTIES (illustrative only)

• Types correspondence, reports, forms, and specialized documents related to the functions of the organizational unit from drafts, notes, dictated tapes, or brief instructions, using typewriters, word processors, or personal computers.
• Proofreads and checks typed and other materials for accuracy, completeness, departmental policy compliance, and correct English usage including grammar, punctuation, and spelling.
• Enters and retrieves data and prepares reports from online or personal computer systems, following established formats.
• Prepares and updates various reports, which may require arithmetic calculations, and maintains records and processes forms such as payroll records, purchase requisitions, and orders.
• Establishes and maintains office files; researches and compiles information from files.
• Provides factual information regarding City or unit activities and functions.
• Reviews computer-produced reports for accuracy and makes corrections as needed.
• Operates standard office equipment and performs activities such as opening and distributing mail, processing outgoing mail, erasing dictation tapes, and ordering supplies.

Ideal Candidate

Education and Experience

Any combination of education, training, and experience likely to provide the required knowledge, skills, and abilities is qualifying. Typically:

Office Specialist I – Graduation from high school or equivalency, and 0-2 years of clerical or Office Specialist experience. Municipal government experience is preferred but not required.

Office Specialist II – Graduation from high school or equivalency, and 1-3 years of clerical or Office Specialist experience. Municipal government experience is preferred but not required.

License and Certifications

Possession of a valid California Driver’s license and a satisfactory driving record.

Knowledge and Abilities

• Knowledge of office practices, procedures, filing, and operation of standard office equipment.
• Correct English usage, including spelling, grammar, punctuation, and business letter format.
• Policies and procedures related to the department.
• Basic data processing principles and use of word processing or personal computer equipment.

Ability to perform detailed clerical work accurately, organize and maintain files, compose routine correspondence, maintain records, make arithmetic calculations, use initiative and sound judgment, operate standard office equipment, prioritize work, maintain effective relationships, understand and follow instructions, and type at 40 net words per minute from printed copy.

Working Conditions, ADA, and Other Requirements

The City of Union City is an equal opportunity employer and complies with legal obligations to provide equal employment opportunities to qualified individuals with disabilities.

Positions typically require sitting, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions.

Exerting up to 10 pounds of force occasionally or a negligible amount frequently or constantly to lift, carry, push, pull, or move objects. Work generally occurs in a typical office environment with adequate light and temperature.

Travel: Positions may require local and statewide travel as necessary.