SALARY:  $23.84/HOUR

CLOSING DATE:     June 13, 2025

This position is temporary and may end at any time. Qualified candidates must be willing to work a flexible schedule and successfully pass pre-employment medical and background check.

Under general supervision, provides a wide variety of technical, classified and confidential office administrative support to administration, management, professional, and supervisory staff in an assigned department; performs technical, classified and confidential support work related to the department; creates, implements, and participates in technical processes, procedures and programs; and performs related work as required.

Examples of ESSENTIAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Receives and screens visitors and telephone calls; provides factual information to City staff, other organizations, and the public regarding City functions, policies, rules, procedures, and ordinances; distributes materials and information to customers.
• Take and accurately record payments at the front counter.
• Performs a variety of administrative/clerical work, including preparing and word processing correspondence, forms, and reports from drafts, notes, brief instructions, or corrected copy; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting, and correct English usage, including grammar, punctuation, and spelling.
• Receives, opens, date stamps, and disburses incoming mail; prepares outgoing mail for posting; prepares special mailings and ensures that all attachments are included and are mailed in a timely manner.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones; may operate a two-way radio or other department-specific equipment.
• Sets up and maintains general office files and maintains a variety of logs and records.
• Prepares and updates a variety of periodic and special narrative, database, and statistical reports.
• Maintains an inventory of supplies, forms, and materials for City departments; surveys vendors and assists with the establishment of ongoing purchase orders; verifies deliveries and distributes supplies to various departments.

QUALIFICATIONS

Knowledge of:

• Organization and function of public agencies.
• Modern office administrative practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Computer applications related to the work, including word processing, database, and spreadsheet applications.
• Business arithmetic techniques.
• Basic principles of record keeping and cash handling.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for dealing effectively with the public, vendors, contractors, and City staff, in person and over the telephone.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.

Ability to:

• Perform responsible reception, administrative support work with accuracy.
• Provide varied, confidential, and office administrative work requiring the use of tact and discretion.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/ interruptions.
• Compose correspondence and reports.
• Organize, maintain, and update office database and records systems.
• Enter and retrieve data from a computer with sufficient speed and accuracy.
• Take notes rapidly and accurately transcribe own notes.
• File materials alphabetically, chronologically, and numerically.
• Make accurate arithmetic computations.
• Operate modern office equipment, including computer equipment and software programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.

EDUCATION AND EXPERIENCE

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

• Equivalent to the completion of the twelfth (12th) grade, and three (3) years of varied administrative support experience, preferably involving some public contact.

LICENSE

• Valid California class C driver’s license with satisfactory driving record may be required.

OFFICE SPECIALIST – Temporary Part-Time (Finance)