Office Specialist II

Santa Clara Valley Transportation Authority; San Jose (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Santa Clara Valley Transportation Authority (VTA) seeks an organized Office Specialist II to provide essential clerical and administrative support to a busy unit. The role involves maintaining records, proofreading documents, data entry, timekeeping support, coordinating meetings, and assisting customers and staff to keep day-to-day operations running smoothly.

The ideal candidate is dependable, adaptable, and able to manage multiple priorities with accuracy.

Qualifications

• Must have a high school diploma or equivalent and at least two years of clerical development.
• Proficient with standard office software (word processing, spreadsheets, databases).
• Experience with timekeeping and payroll-related records is desirable.

Responsibilities

• Type correspondence, reports, minutes, and other documents with accuracy and proper English usage.
• Enter and retrieve data in computer systems and run standard reports.
• Serve as timekeeper for the unit and maintain records of time worked, overtime, leaves, and absences.

Skills

Organizational skills

Attention to detail

Timekeeping

Customer service

Computer skills

Education

12th grade or equivalent

Two years clerical development

Tools

SAP

Word processing

Spreadsheets

Databases

Job description

Are you an organized, detail-oriented administrative professional who thrives in a fast-paced environment? VTA is seeking an Office Specialist II to provide essential clerical and administrative support to a dynamic work unit. In this role, you will maintain accurate records, prepare and proofread documents, enter and retrieve data, support timekeeping activities, coordinate meetings, assist customers and staff, and help keep day-to-day office operations running smoothly.

The ideal candidate is dependable, adaptable, and comfortable managing multiple priorities while exercising sound judgment and maintaining a high level of accuracy. If you have strong organizational, communication, customer service, and computer skills and enjoy being an integral part of a team, we encourage you to apply.

About the Safety & Security Department

This division oversees VTA's safety and transit system security and law enforcement functions, which include oversight of the Transit Security Department, management of contracted security services provided by Allied Universal Security, administration of VTA’s contract with the Sheriff’s Department for sworn law enforcement personnel and Cyber Security.

Definition

Under limited supervision, the Office Specialist II performs a wide variety of moderately complex and responsible assignments requiring comprehensive knowledge of the organizational activities, operations, methods, and processes of a work unit.

Distinguishing Characteristics

This is a journey-level clerical classification. This classification differs from the next lower class of Office Specialist I in that the duties of the Office Specialist II are more difficult and complex than those of the Office Specialist I. Incumbents in this class have a comprehensive knowledge and understanding of the clerical processes and procedures of the work unit, and they use independent judgment and discretion in determining the appropriate course of action. The Office Specialist II is used as a timekeeper for work units throughout VTA.

The Ideal Candidate

The ideal candidate is a highly organized, detail-oriented administrative professional who demonstrates accuracy, dependability, sound judgment, and excellent customer service. They are comfortable working independently while also contributing effectively as part of a team and can successfully organize and prioritize multiple assignments with competing deadlines.

The successful candidate will have experience preparing and proofreading business documents, maintaining accurate records, entering and retrieving information from computerized systems, compiling information for reports, and using common office software such as word processing, spreadsheets, and databases. Experience supporting timekeeping, payroll-related records, scheduling, purchasing, or other administrative processes is highly desirable.

The ideal candidate also communicates professionally with employees, customers, and other stakeholders and demonstrates the ability to learn new systems, procedures, and specialized software.

About VTA

The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County’s authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.

Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused transportation options that are innovative, environmentally responsible, and promote the vitality of our region.

VTA provides bus, light rail, and paratransit services, as well as participates as a funding partner in regional rail service including Caltrain, Capitol Corridor, and the Altamont Corridor Express.

As the county’s congestion management agency, VTA is responsible for countywide transportation planning, including congestion management, design and construction of specific highway, pedestrian, and bicycle improvement projects, as well as promotion of transit-oriented development.

VTA provides these services throughout the county, including Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San Jose, Santa Clara, Saratoga and Sunnyvale. VTA continually builds partnerships to deliver transportation solutions that meet the evolving mobility needs of Santa Clara County. As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services.

For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForwar

Family-Friendly Workplace Certification Program (FFWCP)

The County of Santa Clara FFWCP recognizes VTA as a business that creates supportive workplaces for employees and their families.

Family-friendly workplaces improve health outcomes and job satisfaction for employees and increase work productivity and retention for employers. Employers can create a family-friendly workplace by meeting and exceeding state and federal employment laws relating to parental leave, lactation accommodation, and work/family balance.

Typical Tasks

• Types correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other electric office equipment;
• Enters and retrieves data and information in computer data bases, computer records, and other computer based information systems; codes information for entry into computer records and other records; runs standard reports;
• Functions as a timekeeper for the unit;
• Researches, extracts, and compiles data for reports and other documents;
• Proofreads and checks typed and other materials and computer entries for accuracy, completeness, compliance with VTA policies and procedures, and correct English usage including grammar, punctuation and spelling;
• Enters and maintains records of time worked, overtime, leaves, and absences in SAP or other systems;
• Sets-up, maintains, and revises filing systems; prepares new file folders, performs filing and file retrieval duties; and purges outdated information and materials;
• Assists visitors and callers by answering questions or referring them to the appropriate source of information; distributes forms and assists in their completion; and schedules appointments;
• Receives, sorts, and distributes mail, reports, and other materials; and prepares mailings;
• Receives materials, supplies and equipment; verifies quantity and condition; and makes deliveries;
• Maintains controls over petty cash; may receive payments and issue receipts;
• Maintains logs or records of work unit activities and prepares reports and summaries;
• Operates a variety of office equipment, such as personal computers, calculators, telephones, fax machines, photocopiers, microfiche readers, etc.;
• May design or format documents, letters, forms and other materials;
• Prepares requisitions, purchase orders, and other forms necessary for unit operation;
• Contacts others to give and receive information, explaining laws, regulations, and policies and procedures;
• Learn specialty software programs and office equipment of assigned unit;
• Schedules meetings, contacts participants, and makes arrangements for meeting facilities, equipment, and the preparation of meeting materials;
• Maintains office equipment including contacting service and repair personnel;
• May assist in the training of new or temporary personnel;
• Performs other related work as required.

Employment Standards

A candidate would normally have training and experience equivalent to completion of the 12th grade or equivalent and two (2) years of clerical development that has provided an opportunity to perform a variety of clerical assignments requiring use of discretion and judgment. Course work or experience in computer software programs such as word processing, database, and spreadsheets is required.

Type accurately at the net rate of 30 wpm.

Knowledge of:

• Standard office administrative practices and procedures, including business letter writing and the operation of common office equipment such as typewriters, calculators, copy machines, facsimiles, microfiche readers, and personal computers (with common software including word processing, data base, and spreadsheet software);
• Record keeping, filing, indexing, and cross referencing;
• Report preparation;
• Correct English usage, including spelling, grammar, and punctuation;
• General customer service skills;
• Basic mathematics.

Ability to:

• Type correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other electric office equipment;
• Operate modern office equipment, including personal computers (with common software including word processing, data base, and spreadsheet software);
• Gather and compile information, prepare reports and numerical summaries;
• Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;
• Establish and maintain effective relationships with those contacted in the course of work;
• Calculate solutions to mathematical problems involving addition, subtraction, multiplication, and division;
• Follow oral and written directions;
• Work well independently, when required, and as a member of a team;
• Multitask;
• Organize work, set priorities, and adjust to frequently changing priorities, meet critical deadlines, and follow up assignments with a minimum of supervision;
• Maintain records on a computerized data base;
• Learn specialty software programs specific to the work unit.

This classification is represented by Service Employees International Union Service Employees International Union (SEIU), Amalgamated. Wages, hours, and other terms and conditions of employment are governed by the applicable collective bargaining agreement between VTA and the union.

Tentative Examinations:

Oral Panel: Week of November 16, 2026

Conditions of Employment

Final candidates must successfully complete a Livescan background check, reference checks, verification of education or certifications, and a criminal history review before appointment.

For sensitive positions, VTA requires all safety-sensitive positions to have a 6-month DOT physical clearance. Obtained at the time of preboarding from a VTA-contracted Concentra Location.

Eligibility List

The established Eligible List from this recruitment will be used to fill the current vacancies and additional vacancies that may occur. Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment.

Americans with Disabilities Act Accommodations

VTA is committed to providing reasonable accommodations to individuals with disabilities in the recruitment and examination process. To request an accommodation, please contact the Human Resources Department at [phone] or email [e-mail] at least five business days before the test.

Veterans’ Preference Program

VTA welcomes and encourages the employment of veterans of the United States Armed Forces. Qualified veterans may be eligible to receive additional veterans’ preference credit in the selection process for this recruitment.

To be considered for Veterans’ Preference credit, please attach a PDF copy of your DD Form 214 (Service Copy 2) or other official discharge documentation showing your enlistment and discharge dates and character of service (i.e., type of discharge) in the “Attachments” section of your application. Applicants requesting preference based on a service-connected disability, please submit Standard Form 15 (SF-15) along with any required supporting documentation.

Veterans’ Preference credit will only be applied after the required documentation has been received and eligibility has been verified.

Equal Employment Opportunity

VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.