SENIOR OFFICE SPECIALIST

City of Riverside; Riverside (CA); On-site; USD 52,000 - 82,000; Full time

Job summary

City of Riverside is seeking a Senior Office Specialist to provide lead administrative support across City departments. The role includes receptionist duties, document drafting, data entry, records management, invoicing, payroll filings, and meeting coordination.

Applicants should have at least three years of administrative experience and demonstrate intermediate Word skills. This position is typically full-time and on-site with opportunities to support multiple city divisions.

Qualifications

• High School graduation or satisfactory equivalent (GED).
• Three (3) years of general administrative support experience.
• Demonstrated proficiency at an intermediate level in Microsoft Word.

Responsibilities

• Perform a wide variety of skilled, and experienced administrative support work; serve as receptionist, answering the telephone, screening calls and visitors, referring inquiries as appropriate, and assisting the general public, giving information as required.
• Draft, prepare, and edit a variety of documents, letters, memorandums, agendas, financial reports, minutes, or other materials from oral direction, rough draft, copy, notes, or transcribing machine recordings; operate a variety of office equipment to carry out assigned administrative support functions.
• Enter and tabulate statistical data and records; sort, code, scan, and file correspondence, vouchers, forms, documents, and other materials numerically, alphabetically, or by other predetermined classification; check and monitor record from grammatical and mathematical accuracy and compliance.
• Enter and file personnel and payroll records of departmental and divisional personnel; handles and manages confidential or sensitive information with tact and professionalism.
• Manage, handle, and process invoicing and billing for various budgetary costs in department assigned; ensure appropriate submission, processing, and completion; track revenue and expenses and prepare statistical reports.
• Maintain sections of a central records system; enter or extract information on or from records; utilize computer and computer devices to carry out assigned administrative support functions.
• Sort and deliver mail; participate, perform, and provide professional guidance in the work of an office unit; assist in the development of departmental policies, procedures, and forms in determining completeness of applications, records, and reports.
• Compile information, data, and materials, and assist in the preparation of a variety of narrative, financial, and statistical reports; apply departmental policies and procedures in determining completeness of applications, records, and reports.
• Contact the public and outside agencies in acquiring and providing information and making referrals; respond to complaints and concerns.
• Serve as support staff to Boards or Commissions by taking minutes, preparing information packets, and coordinating meeting times and locations.
• Identify, determine, and order necessary office supplies; coordinate travel arrangements and staff schedules; handle and manage office petty cash; provide direction, oversight, and training for clerical staff.
• Performs related work as required.

Skills

Reception & front desk

Data entry

Document drafting

Customer service

Education

High School diploma or GED

Tools

Microsoft Word

Job description

The City of Riverside is accepting applications to establish an eligibility list for the position ofSenior Office Specialist. The eligibility list established may be used to fill vacancies within various departments within this classification for up to six (6) months. The Senior Office Specialist performs a variety of specialized, skilled, and lead office and administrative support duties associated with various department and position assigned. Provides support and skilled office work for a variety of departments and situations; and to do related work as required.

Duties may include, but are not limited to, the following:

• Perform a wide variety of skilled, and experienced administrative support work; serve as receptionist, answering the telephone, screening calls and visitors, referring inquiries as appropriate, and assisting the general public, giving information as required.
• Draft, prepare, and edit a variety of documents, letters, memorandums, agendas, financial reports, minutes, or other materials from oral direction, rough draft, copy, notes, or transcribing machine recordings; operate a variety of office equipment to carry out assigned administrative support functions.
• Enter and tabulate statistical data and records; sort, code, scan, and file correspondence, vouchers, forms, documents, and other materials numerically, alphabetically, or by other predetermined classification; check and monitor record from grammatical and mathematical accuracy and compliance.
• Enter and file personnel and payroll records of departmental and divisional personnel; handles and manages confidential or sensitive information with tact and professionalism.
• Manage, handle, and process invoicing and billing for various budgetary costs in department assigned; ensure appropriate submission, processing, and completion; track revenue and expenses and prepare statistical reports.
• Maintain sections of a central records system; enter or extract information on or from records; utilize computer and computer devices to carry out assigned administrative support functions.
• Sort and deliver mail; participate, perform, and provide professional guidance in the work of an office unit; assist in the development of departmental policies, procedures, and forms in determining completeness of applications, records, and reports
• Compile information, data, and materials, and assist in the preparation of a variety of narrative, financial, and statistical reports; apply departmental policies and procedures in determining completeness of applications, records, and reports.
• Contact the public and outside agencies in acquiring and providing information and making referrals; respond to complaints and concerns.
• Serve as support staff to Boards or Commissions by taking minutes, preparing information packets, and coordinating meeting times and locations.
• Identify, determine, and order necessary office supplies; coordinate travel arrangements and staff schedules; handle and manage office petty cash; provide direction, oversight, and training for clerical staff.
• Performs related work as required.

Education:

High School graduation or satisfactory equivalent (GED).

Experience:

Three (3) years of general administrative support experience.

Licenses and Certifications:

Demonstrated proficiency at an intermediate level in Microsoft Word.

Highly Desired Qualifications

- Finance Department

• Experience in vendor management, vendor relations, and customer service.
• Experience reviewing and verifying IRS Form W-9 and vendor tax identification information.
• Experience matching IRS Taxpayer Identification Number (TIN) and vendor compliance verification procedures.

- Parks, Recreation, and Community Services Department

• Experience exercising lead supervision, training, scheduling, and providing direction to lower level clerical or administrative staff.
• Experience providing excellent customer service to a variety of customers and colleagues, including handling multiple requests, addressing concerns, and resolving challenging situations professionally.

IMPORTANT INFORMATION ON SCHEDULING ASSESSMENTS:

If you are selected to move forward in the assessment process, you may be required to self-schedule your appointment. You will be notified via email of your status and provided with self-scheduling instructions. Please check your email regularly following the closing date of this recruitment.

Positions that require, or may require, a California Commercial Driver’s License are considered Safety Sensitive and are monitored by the U.S. Department of Transportation. Any candidate being considered for a Safety Sensitive position must submit authorization forms to the City immediately upon request to begin the pre-employment process.

It is the responsibility of candidates with a disability requiring accommodation in the assessment process to contact the Human Resources Department in writing to request such accommodation prior to the closing date of this recruitment.

Appointment may be subject to the successful completion of a pre-employment background investigation, drug screen, and/or medical physical examination.

NOTE

The City reserves the right to modify selection devices and test instruments in accordance with accepted legal, ethical, and professional standards. Candidates may reapply when there is a posting to establish an eligibility list.

EDUCATIONAL REQUIREMENTS:

Proof of education listed in your application will be requested at the time of conditional offer. Acceptable documentation consists of transcripts or degree, if applicable, by the accredited U.S. college or university.

Education obtained outside the United States (US) require one of the following options:

1. An equivalency statement from an evaluation company certified by the National Association of Credential Evaluation Services (NACES) at Members – NACES or the Association of International Credential Evaluators Inc. (AICE) at http://aice-eval.org/members/.
2. An advanced-level degree from an accredited US college or university.

All applicants will be notified via e-mail or telephone of their application status and the assessment dates/times/locations after the closing date of this announcement. THE PROVISIONS OF THIS JOB ANNOUNCEMENT DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT.