Office Specialist II

City of Anaheim; Anaheim (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

The City of Anaheim seeks a dynamic, highly organized Office Specialist II for the Human Resources Department. This frontline role provides receptionist support to customers in person and by phone and performs clerical work to support HR operations.

The ideal candidate excels in customer service, is highly analytical, and works well in a team; two years of clerical experience and proficiency in Microsoft Office are required, with English/Spanish bilingualism desirable.

Qualifications

• Two years of clerical experience in a professional environment.
• Proficient in Microsoft Office applications.
• Bilingual in English and Spanish (speaking) is desirable.
• Experience with handling confidential matters is desirable.

Responsibilities

• Act as receptionist to the public and handle high volume calls.
• Type, file, and maintain confidential information.
• Input, retrieve, and communicate confidential information using computer systems.
• Maintain calendars, records, and logs; assist with reports.

Skills

Customer service

Communication

Multitasking

Teamwork

Tools

Microsoft Office

Job description

The City of Anaheim seeks a dynamic, highly organized, detail oriented Office Specialist II for the Human Resources Department. The Office Specialist II is the frontline representative for the department, providing receptionist support to customers in-person and over the phone, and performs various clerical work as assigned to support the operation of the Human Resources Department.

The ideal candidate will be a leader in providing excellent customer service, is highly analytical, extremely organized, possess excellent written/verbal communications skills and is able to multi-task and work effectively in a team environment. Possess two (2) years of clerical experience in a professional environment and must be proficient in Microsoft Office applications. Bilingual in English and Spanish (speaking) is desirable. Experience working in an environment that handles highly sensitive and confidential matters (i.e., human resources) is desirable.

Candidates must be available to be scheduled to work between the hours of 8AM - 5PM, Monday to Friday.

The normal duties for this position can be found in the job description for Office Specialist II - Confidential. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. The following functions are typical for this classification:

• Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit.
• Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence
• Utilize modern office equipment, media, and computer applications specific to the assigned unit to input, maintain, retrieve, transfer, and communicate confidential and privileged information.
• Compose routine correspondence.
• Proofread materials for clerical accuracy and spelling.
• Research readily available information requiring some interpretive judgment and tally and compile information for reports using a computer or related software.
• Receive, open, date stamp and distribute incoming mail and processes outgoing mail.
• Maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit; check and compare records and documents for accuracy.
• Maintain calendars and schedules of appointments, meetings, room use, equipment use and events.
• Perform related duties and responsibilities as required.

Experience

Performing varied journey-level clerical work. Human Resources experience is highly desirable.

Knowledge of

Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods.

Ability to

Keyboard at a net corrected speed of 40 words per minute from clear copy; learn to efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.

The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application. The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization. Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

Equal Opportunity Employer