Location
Description
Under general supervision, provides clerical and administrative support to a department head, division head, section supervisor and/or supervisory and professional staff within a variety of City departments. Typical functions may include, but are not limited to reception, word processing, record keeping, and filing. May also perform related work as assigned.
CLASS CHARACTERISITICS:
Office Specialist I – This is the entry-level class in the Office Specialist series. Initially under close supervision, incumbents learn office and City procedures. As experience is gained, there is greater independence of action within established guidelines. The Office Specialist I class includes part-time and temporary positions with incumbents available to provide relief support to a variety of City departments. This class is alternately staffed by the Office Specialist II class. Full-time incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher class.
Office Specialist II – This is the journey-level class in the Office Specialist series. Requires the competency to independently perform a variety of office support duties. All positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances. Specific duties, including the amount of typing, word processing, and use of on-line of personal computers will vary with the organizational unit to which you are assigned. This class is distinguished from Office Specialist III, which is the working lead-level of the series, because that class performs more complex and/or specialized office clerical support functions. Full-time incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher class.
EXAMPLES OF DUTIES (illustrative only):
- Types correspondence, reports, forms and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions, using a typewriter, word processor, or personal computer.
- Proofreads and checks typed and other materials for accuracy and completeness; compliance with departmental policies; and correct English usage, including grammar, punctuation, and spelling.
- Enters and retrieves data and prepares reports from an on-line or personal computer system, following established formats.
- Prepares and updates a variety of reports, which may require the use of arithmetic calculations and maintains records and processes forms, such as payroll records, purchase requisitions and orders, and others specific to the organizational unit.
- Establishes and maintains office files; researches and compiles information from such files.
- Provides factual information regarding City or unit activities and functions.
- Reviews computer-produced reports for accuracy and makes corrections as required.
- Operates standard office equipment and performs such office support activities as opening and distributing mail, processing outgoing mail, erasing dictation tapes and ordering office supplies.
Ideal Candidate
EDUCATION AND EXPERIENCE:
Any combination of education, training, and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills and abilities would be:
Office Specialist I –
Graduation from high school or equivalency.
AND
0-2 years of general clerical or Office Specialist experience. Municipal government experience is preferred, but not required.
Office Specialist II –
Graduation from high school or equivalency.
AND
1-3 years of general clerical or Office Specialist experience. Municipal government experience is preferred, but not required.
LICENSE AND CERTIFICATIONS:
Possession of a valid California Driver’s license and have a satisfactory driving record.
KNOWLEDGE AND ABILITIES:
Knowledge Of:
- Office practices and procedures, including filing and the operation of standard office equipment.
- Correct English usage, including spelling, grammar and punctuation; or business letter writing and the standard format for typed materials.
- Policies and procedures related to the department to which assigned.
- Basic business data processing principles and the use of word processing or personal computer equipment.
Ability To:
- Perform detailed clerical work accurately.
- Organize and maintain office files.
- Compose routine correspondence from brief instructions.
- Maintain accurate records and files.
- Make accurate arithmetic calculations.
- Use of initiative and sound independent judgement within established guidelines
- Operate standard office equipment, including a word processor, personal computer, and telephone system.
- Prioritize work and coordinate several activities.
- Maintain effective working relationships with those contacted in the course of the work.
- Understand and carry out oral and written directions.
- Type accurately at the rate of 40 net words per minute from printed copy.
WORKING CONDITIONS, ADA AND OTHER REQUIREMENTS:
The City of Union City is an equal opportunity employer. The City of Union City will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities.
Positions in this class typically require: sitting, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Incumbents generally work in a typical office environment with adequate light and temperature.
Travel: Positions in this class may require local and statewide travel as necessary.
Benefits
BENEFITS: The following benefits pertain to positions designated in the SEIU group.
Retirement: CalPERS enrollment in either 2% @ 60 (Classic Employees) or the new 2% @ 62 (New Employees) formula is dependent on the individual’s eligibility, as per AB 340. The City does not participate in Social Security therefore there are no Social Security tax deductions (except 1.45% Medicare).
Life Insurance: Premium is paid by the City. Life insurance and AD&D is equal to $100,000 each. Short-term disability insurance premium shared by the City and employee. Additional voluntary supplemental life insurance is available.
Medical/Dental: The City provides $2,200*/month to purchase medical, dental and vision benefits.
Leaves: *8 hours of sick leave/month with no limit on accumulation; 80 hours of vacation per year for the first three years of service; 12 holidays and 24 floating holiday hours.
Other: Educational Reimbursement for approved coursework; 9/80 work schedule, with alternate Fridays off (depending on the classification). Deferred Compensation Plan available.
*All benefits will be prorated for part time positions.
Special Instructions
APPLICATION PROCESS:
The selection process may consist of, but limited to one or more of the following components:
- Screening for Best Qualified
- Supplemental Questionnaire
- Written Exam
- Performance Exam
- Oral Interview
Resumes may not be accepted in lieu of a completed application.
Applicants who are invited to continue in the selection process will be notified by e-mail. Successful candidates’ names will be placed on an employment eligibility list. The eligibility list will remain in effect for a minimum of one year from the date the list is established. Additional vacancies that occur for this classification may be hired from the list.
As part of the application process, you may be requested to furnish certain criminal history.