Senior Office Specialist

City of Chula Vista, CA; Chula Vista (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

The City of Chula Vista is seeking an experienced clerical professional to support the Evidence Control Unit within the Police Department. This role entails maintaining records, preparing reports, and serving as a key information source for the program.

You may lead other staff and handle office management tasks for an independent office. Responsibilities include responding to inquiries, interpreting policies, and coordinating with other departments and the public.

Qualifications

• Three years of increasingly responsible clerical experience and training equivalent to completion of the twelfth grade.
• Knowledge of filing and record keeping systems; English usage, spelling, grammar, and punctuation; modern office procedures, methods and computer equipment.
• Ability to perform a variety of complex, specialized and responsible clerical duties; work independently with limited supervision; manage records and prepare reports; communicate clearly in writing and verbally.

Responsibilities

• Perform a variety of complex, specialized and responsible clerical duties in support of specialized functions or programs within a department.
• Assume overall clerical responsibility for an assigned program area including maintaining records and preparing reports; serve as an information source for the program.
• Provide lead support to positions within the Office Specialist series including assigning and reviewing work and answering questions.
• Provide office management support to an independent office, including prioritizing work, completing tasks on time, and handling routine purchasing and budget duties.
• Respond to complaints and requests for information on regulations, procedures, and policies.
• Type written material from rough draft or verbal instructions using word processing equipment.
• Act as receptionist; screen calls and visitors; refer inquiries as appropriate.
• Compile information from various sources; maintain financial, statistical, and operational reports.
• May assist in board/commission support including posting notices, preparing agendas, assembling materials, typing minutes.
• Build and maintain positive working relationships with coworkers, other City employees and the public.

Skills

Filing

Record keeping

English usage

Grammar & punctuation

Office procedures

Computers & software

Word processing

Customer service

Problem solving

Independence

Budget duties

Education

High school diploma or equivalent

Tools

Calculator

Word processing software

Computers & related software

Job description

This recruitment is administered to fill one current vacancy and create an eligibility list to fill future vacancies.

The current vacancy is assigned to the Evidence Control Unit within the Police Department.

To perform a wide variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department. This class is the advanced journey level class of the Office Specialist series and is distinguished from the Office Specialist level by the degree of independence and specialized knowledge exercised in the performance of job duties. Incumbents at this level may assume overall clerical responsibility for an assigned program area involving maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program, or they may be involved in providing lead support to positions within the Office Specialist class. Incumbents at this level may exercise a high level of independence in providing office management support to an independent office, involving the performance of a broad range of administrative clerical tasks.

Essential Functions:

Functions may include, but are not limited to, the following: perform a variety of complex, specialized and responsible clerical duties in support of specialized functions or programs within a department; assume overall clerical responsibility for an assigned program area that involve maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program as assigned; provide lead support, as assigned, to positions within the Office Specialist series including assigning and reviewing work, and responding to questions and situations about which less experienced staff have not been exposed; provide office management support to an independent office, as assigned, involving the performance of a broad range of administrative tasks including ensuring that work is handled on a priority basis and completed in a timely manner, and handling routine purchasing and budget duties; respond to complaints and requests for information on regulations, procedures and policies relating to responsibilities assigned; type a variety of written material from rough draft, dictaphone or verbal instructions using word processing equipment as assigned; act as a receptionist; screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information based upon departmental policies and procedures; use a radio to dispatch staff to service locations; compile information from a variety of sources as requested; maintain financial, statistical and/or operational reports and records as applicable; compose routine correspondence independently; perform general clerical duties including filing, checking and recording information on records, and processing routine requests for information; participate in the preparation of assigned budget; may assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned; build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service; perform related duties as assigned.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Three years of increasingly responsible clerical experience and training equivalent to completion of the twelfth grade.

Knowledge, Skills and Abilities:

Knowledge of: filing and record keeping systems; English usage, spelling, grammar, and punctuation; modern office procedures, methods and computer equipment. Ability to: perform a variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department; intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff; understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities; work independently with limited supervision and exercise initiative and sound judgment; apply operating rules and procedures of assigned department; work cooperatively with other departments; outside agencies, and the public; interpret and apply departmental policies, procedures, and rules; establish and maintain financial records; perform mathematical computations; operate a variety of office equipment such as a calculator, computer and related software; compile and maintain complex and extensive records and files; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.

Physical Demands and Working Conditions:

On a continuous basis, sit at a desk and/or stand at a counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.

Pre-Employment Background Investigation

Successful candidates must undergo a thorough background investigation. There are certain types of conduct which are automatic grounds for disqualification. Each incident is evaluated in terms of the circumstances and facts surrounding its occurrence and its degree of relevance to the position. Please review the "Pre-Employment Disqualifying Criteria" link below which identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.