About Us
Fremont is a well-managed and innovative city! Located in the heart of the Bay Area and Silicon Valley, Fremont prides itself on innovation, clean technology and advanced manufacturing, a low crime rate, great schools, a low unemployment rate, quality parks, nearby open space, and an incredibly diverse population of over 235,000 residents. As a full-service city, Fremont employs 962 regular employees and operates on a FY 2020-21 General Fund budget of $213.4 million. With its strong and diversified business base, Fremont is an important economic force in the region. The City strives to be an innovator in municipal government, with dynamic leadership provided by the City Council and City Manager.
The Department
Fremont’s Human Services Department is nationally and internationally recognized for its innovation and effective programs. The Department works to sustain the City’s social service infrastructure which promotes a healthy and safe environment for all residents. The Department also directly offers services to residents throughout their life course from infants to elders. Services offered to families are designed to help them become or remain self-sufficient.
Ideal Candidate
The Human Services Department is seeking a motivated individual who enjoys working with and serving older adults. In addition to the minimum qualifications and required licensures, the successful candidate will be an independent and effective team player who is able to multitask in a fast paced work environment. The ideal candidate will possess knowledge of applicable laws, rules and regulations. Experience with Microsoft Office Suite and databases is desirable. The selected Office Specialist will demonstrate their ability to perform a variety of responsible clerical duties in support of department operations including maintenance of appropriate records and preparation of general reports; provide exceptional customer service to both internal and external customers; operate a variety of office equipment such as a calculator, review documents related to department operations; perform basic mathematical calculations; verify and check files and data; research and resolve discrepancies; and track projects. Additionally, the selected candidate should demonstrate strong communication skills (written and verbal) and excellent customer service skills. Bilingual skills in written and oral communication in Mandarin or Cantonese is highly desirable.
The Position & Responsibilities
The Office Specialist I/II will act as a clerical support member assigned to the Age Well Center at South Fremont in the Human Services Department. The selected candidate would be part of an administrative team that provides custom service support to both internal and external customers. Examples of duties include:
· Performs a wide variety of routine clerical work including filing, billing, checking, tracking, recording information on records, and processing personnel, payroll, purchasing, and training information.
· Sorts and files documents and records, maintaining alphabetical index and cross-reference files.
· Answers the telephone and assists the general public and City staff, giving information on department and assigned program policies and procedures.
· Screens calls and visitors, and refer inquiries as appropriate.
· Schedules meetings, inspections and appointments as assigned.
· Receives, issues, and processes various applications, licenses, work order, permits and other forms.
· Develops and maintains spreadsheets, databases and other automated systems.
· Composes routine correspondence independently.
· Compiles and formats information and data from a variety of sources for statistical and financial reports.
· Maintains ledger of expenses and revenues.
· Records and posts information, data or figures.
· Conducts research of records, programs, processes, procedures, office equipment and supplies, office services, and resources.
· Scans, indexes and verifies records for digital imaging.
· Assists in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
· Coordinates or participates in the preparation for meetings, presentations and events.
· Posts and maintains information on department/division intranet and/or internet website pages.
· Builds and maintains positive working relationships with co-workers, and other City employees and the public using principles of good customer service.
· Other related duties as assigned.
Minimum Qualifications
The successful candidate will have any combination of education and/or experience that has provided the knowledge and skills necessary to satisfactorily perform the essential duties of the job. A typical way to obtain the required knowledge and skills would be:
Office Specialist I:
Education: Completion of twelfth grade or equivalent.
Licenses, Certificates & Special Requirements: Possession of, or ability to obtain by the time of appointment and maintain during appointment, a valid Class C California Driver’s License.
Office Specialist II:
Education: Completion of twelfth grade or equivalent.
Experience: Two (2) years of general clerical experience.
Licenses, Certificates & Special Requirements: Possession of, or ability to obtain by the time of appointment and maintain during appointment, a valid Class C California Driver’s License.
City of San Leandro, CA
