Senior Office Specialist - Citywide

City of San Jose; San Jose (CA); On-site; USD 64,000 - 79,000; Full time

Job summary

An established industry player is seeking a Senior Office Specialist to join their dynamic team. This role involves a variety of office clerical tasks, including customer service in a major call center, data entry, and managing complex filing systems. The ideal candidate will demonstrate strong communication skills, reliability, and the ability to multitask effectively. With a focus on delivering exceptional service, this position offers the opportunity to contribute to a collaborative work environment where your skills can shine. If you're ready to take your career to the next level, this is the perfect opportunity for you.

Qualifications

• Two years of experience in varied office clerical work.
• Completion of high school or equivalent.

Responsibilities

• Provides customer service duties requiring knowledge of organization and applicable procedures.
• Assembles and verifies data and information in complex reports.

Skills

Customer Service

Decision Making

Multi-Tasking

Communication Skills

Reliability

Education

High School Diploma or GED

Bachelor’s Degree (substitution for experience)

Tools

MS Outlook

MS Word

MS PowerPoint

MS Access

MS Excel

Job description

The salary range for this classification is: $64,755.60 - $78,733.20.

This salary range includes an approximate five percent (5%) ongoing non-pensionable compensation. The actual salary shall be determined by the final candidates’ qualifications and experience.

This is a class-based recruitment. Candidates who meet the minimum qualifications for the Senior Office Specialist classification will be added to the active Qualified Candidate Group and contacted when a department-specific vacancy becomes available. This candidate pool will supersede any active list. If you are in the current Qualified Candidate Group, you will need to reapply in order to be considered for future vacancies.

Senior Office Specialists perform a variety of office clerical tasks of moderate difficulty which can include customer service duties in a major call center or a major customer service function where public contacts involved require more knowledge of the work of the division than the giving of routine information. The Senior Office Specialists may act as a lead to the classifications of Office Specialist I and II.

Duties may include but are not limited to:

• Provides customer service duties requiring knowledge of organization and applicable procedures, laws, rules, and regulations. Customers may be employees, the public, or other departments. Acts as receptionist, refers individuals to the appropriate staff member, gives out a variety of information and written materials; helps the public fill out a variety of forms, responds to complaints and questions by finding out what issue is and then researching and providing information.
• Answers and screens telephone calls, takes messages, and refers telephone calls to appropriate person; answers questions and provides a variety of information over the telephone that requires knowledge of the organization, applicable, procedures, laws, rules, and regulations.
• Assembles and verifies data and information in complex reports (such as financial or statistical reports and contractual agreements), records and databases; gathers information and data from other sources such as other departments, or outside agencies; independently prepares summaries, tabulations, or reports of data and information.
• Performs data entry and types documents, including utilization of word processing, spreadsheets, database systems, presentation software and other systems; reviews documents for accuracy; may also review for content.
• Sets up complex filing systems and procedures, including retention control procedures and automated record keeping systems; maintains and updates files, forms, records, inventories and documents, including personnel files and complex files such as those of a legal or technical nature; updates logs and tracking systems; retrieves records and documents as requested.
• With very little review, codes items for posting, entering or listing; makes arithmetical calculations; maintains diversified records, including employee time and assignment records; prepares and distributes a variety of documents with legal implications and deadlines.
• Independently prepares and drafts basic memorandums, meeting notes and other documents; answers correspondence, prepares summaries of records, minutes, and other documents without destroying the meaning; compares a varietyof documents such as purchase orders, receiving clips and others to check for arithmetical accuracy and general completeness.
• Operates a variety of standard office equipment including but not limited to computers, telephones, computer terminals, duplicating machines, fax machines, and calculators.

Education:Completion of high school or equivalent (General Education Development [GED] Test or California Proficiency Certificate).

Experience:Two (2) years of experience in varied office clerical work.

Acceptable Substitution:A Bachelor’s Degree from an accredited college or university may be substituted for the required experience.

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.

Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.

Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.

Customer Service – Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.

Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.

Flexibility – Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment.

Multi-Tasking – Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).

Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate.

Teamwork and Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.

Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people's ideas and thoughts.

Selection Process:

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to all the job specific questions. You must answer all questions to be considered or your application may be deemed incomplete and withheld from further consideration. Applicants are expected to write their own essays/responses. Please be advised that use of AI content in your responses may result in your removal from the hiring process.Only those candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

If you have questions about the duties of these positions, the selection or hiring processes, please contact Ginger Quijano at [e-mail].