Senior Office Specialist

City of Sacramento; Sacramento (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

City of Sacramento is seeking an advanced Office Specialist to support a City department, handling word processing, data entry, invoicing, and record-keeping. The role may lead, plan, assign, direct, train, and review the work of lower-level staff and administer department projects.

The position involves providing information to the public, preparing reports and forms, and coordinating schedules and calendars while ensuring compliance with policies and procedures.

Qualifications

• Three (3) years of comparable clerical experience, including some lead or supervisory responsibilities.
• High School diploma or GED required.

Responsibilities

• Perform a wide variety of responsible and difficult office administrative duties.
• Independently compose, format, and proofread reports, letters, and charts.
• Respond to inquiries and provide information on regulations and procedures.
• Prepare and assemble reports, manuals, and informational materials.
• Lead and train assigned staff and monitor quality of work.
• Maintain record systems and respond to public requests for information.

Skills

Leadership

Training

Customer service

Data entry

Plan and assign work

Education

High School diploma or GED

Tools

Word processing

Database

Spreadsheet

Job description

Under general supervision, provides a variety of responsible and difficult office support activities to an assigned City department/division/section/unit, which may include word processing, data entry and organization, receipt of payments, processing of invoices, record-keeping, report preparation, and filing; may lead, plan, assign, direct, train, and review the work of lower-level staff; administers assigned department/division/section/unit projects and/or programs; provides information and assistance to the general public; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey-level of the Office Specialist series. This class is distinguished from the Office Specialist by the difficulty and complexity of work performed and/or by providing lead direction to lower-level clerical staff.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by professional or management personnel, or a higher level clerical position. Functional or technical supervision may be provided by technical professional, or administrative staff. May exercise lead technical and functional direction over and provide training to assigned staff. The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform related duties as needed:

• Perform a wide variety of responsible and difficult office administrative duties to support assigned department/division/section/unit, including researching and compiling data, preparing various records and reports, and processing permits and licenses.
• Independently compose, type, format, and proofread a wide variety of reports, letters, memos, and statistical charts.
• Respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to responsibilities assigned.
• Compile information and data for statistical and financial reports; check data; prepare and assemble reports, manuals, articles, announcements, and other informational materials.
• Gather, assemble, process, update, and distribute a variety of forms, and records as requested.
• Administer department projects and/or programs as assigned by management staff; provide assistance to staff in various research and department-related projects.
• Organize, maintain, and update record systems and specialized databases; verify accuracy of information; research data within areas of assigned responsibility to prepare reports and provide follow-up information to inquiries.
• Maintain accurate and detailed records, verify accuracy of information, research discrepancies, and record information.
• Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply City, departmental, and divisional policies and procedures in determining completeness of applications, records, and files.
• Prepare, copy, collate, and distribute a variety of documents; ensure proper filing of copies in central files or electronically.
• Perform general reception duties; receive and screen visitors and telephone calls; take messages, direct callers and visitors to the proper office or person, and/or provide factual information regarding City services, programs, projects, and activities; apply policies, procedures, rules, and precedents in response to inquiries and complaints from the public; direct callers to appropriate City staff as necessary.
• Receive, open, time stamp, sort, and distribute all incoming mail, faxes, invoices, and parcels; maintain and process outgoing mail.
• May participate and assist in the administration of a department or major subdivision preparing comprehensive reports and compiling budget requests.
• May perform routine plan checks and prepare cost estimates.
• May plan, schedule, prioritize, and assign administrative office work to lower-level staff; communicate status of activities and projects to appropriate personnel, working cooperatively to schedule assignments in accordance with established and special operational priorities; instruct staff in work procedures; review and control quality of work.
• Train employees in work methods and use of software applications and office equipment.
• Inspect and evaluate work in progress and upon completion to assure that activities and projects are performed in accordance with departmental standards, policies, and procedures and relevant local, state, and federal regulations.
• Monitor and evaluate the efficiency and effectiveness of office support service delivery methods and procedures; recommend changes as appropriate.
• Establish and implement file, index, tracking, and record-keeping systems; periodically review and purge files in accordance with the records retention policy.
• Maintain calendars and make meeting and travel arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Knowledge of:

• Basic principles of leadership and training.
• Modern office practices and procedures including use of standard office equipment and computer applications related to the work such as word processing, database, and spreadsheet applications.
• Departmental organization, practices, and procedures and applicable City policies.
• Principles and practices of data collection and report preparation.
• Basic accounting methods, procedures, and terminology.
• Principles of business letter writing and the standard format for reports and correspondence.
• Basic principles of record-keeping and cash handling.
• Business mathematics and basic statistical techniques.
• English usage, spelling, grammar, and punctuation.
• Organization, procedures and operating details of City department to which assigned.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Plan, schedule, assign, and oversee activities of administrative support staff.
• Inspect the work of others and maintain established quality control standards.
• Train others in proper and safe work procedures.
• Identify and implement effective course of action to complete assigned work.
• Perform responsible clerical support work with accuracy, speed, and minimal supervision.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Understand and apply departmental and City policies and procedures.
• Understand the organization and operation of the City as necessary to assume assigned responsibilities.
• Understand, interpret, and apply a body of technical information beyond normal department policies and procedures.
• Make accurate arithmetic and basic statistical computations.
• Organize, maintain, and update office database and records systems.
• File materials alphabetically, chronologically, and numerically.
• Organize own work, set priorities, and meet critical time deadlines.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Operate modern office equipment, including a computer and word-processing, database, and spreadsheet application programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EXPERIENCE AND EDUCATION

Experience: Three (3) years of comparable clerical experience, including one year at a level where only occasional instruction or assistance was given and work was reviewed only on completion.

OR

Two (2) years of as an Office Specialist with the City of Sacramento.

AND

Education: Possession of a High School diploma or G.E.D. equivalent.

Working Conditions

Type at a speed of not less than forty (40) net words per minute.

Physical Conditions

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer and to operate standard call center and office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Conditions

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives while interpreting and enforcing departmental policies and procedures.

PROBATIONARY PERIOD

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.