Classification Definition
***THIS JOB ANNOUCEMENT WILL CLOSE ONCE THE FIRST 75 APPLICATIONS ARE RECEIVED***
DEFINITION
To perform a variety of responsible office clerical duties and activities for an assigned department or division; to receive and direct telephone calls and visitors; to receive, route and distribute incoming and outgoing mail; to maintain a variety of files and records; and to perform a variety of office clerical duties relative to assigned area of responsibility.
DISTINGUISHING CHARACTERISTICS
This is the full journey level class within the Office Specialist series. Employees within this class perform the full range of duties as assigned. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Office Specialist in that the latter possesses a specialized technical or functional expertise within the area of assignment and performs the most complex work assigned to classes within the series.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from higher level management or supervisory staff.
Essential Duties and Responsiblities
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
1. Types, proofreads and prepares a variety of documents and forms including general correspondence, reports, orders and memoranda from rough drafts or verbal instruction; disseminates information as appropriate.
2. Enters data into a computer from various sources including accounting, statistical and related documents; inputs corrections and updates; verifies data for accuracy and completeness; assists in the compilation of reports; performs research for reports.
3. Answers the telephone and provides or collects information on department or division operations and activities to the general public; relays messages and provides information on departmental and City policies and procedures as required; provides front counter assistance; provides notary public service.
4. Participates in the maintenance of a complex filing system; research records for various information as requested.
5. As assigned, performs data entry and file maintenance for time sheets and related payroll documents; enters data into centralized computer system; verifies data; transmits to centralized payroll location; maintains accurate records of payroll and timesheets.
6. Processes mail including receiving, sorting and distributing incoming and outgoing correspondence.
7. Maintains schedules of activities, meetings and various events; coordinates activities with City departments, the public and outside agencies; copies, assembles and distributes meeting packets.
8. Maintains office supplies and inventories; orders supplies as needed; participates in processing invoices, requisitions and purchase orders.
9. Operates a variety of office equipment including a computer, copier, adding machine, or cash register.
10. Performs related duties and responsibilities as required.
Minimum Qualifications
Knowledge of:
Modern office procedures, methods, principles and practices.
Principles and procedures of filing systems.
English usage, spelling, grammar and punctuation.
Methods and techniques of scheduling events and meetings.
Mathematical calculations.
Principles of filing and record keeping.
Proper English usage, spelling, punctuation and grammar.
Modern office equipment including computers and supporting word processing applications.
Pertinent Federal, State and local laws, codes and regulations.
Ability to:
Perform the full range of office clerical duties and tasks within assigned area.
Type at a speed necessary for successful job performance.
Provide information on operations and activities of assigned department or division.
Respond to requests and inquiries from the general public.
Prepare business letters and memoranda from drafts and handwritten materials.
Set up and maintain a variety of complex files and records.
Understand and explain City policies and procedures.
Operate office equipment including computers and supporting word processing applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
EXPERIENCE AND TRAINING GUIDELINES
Minimum requirements as a condition of hire:
Experience:
One year of administrative support or clerical experience.
Training:
High School diploma or equivalent.
Ability to type at a net speed of 35 wpm.
Supplemental Information
Application Procedure:
A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at www.yourrialto.com. All other employment inquiries can be directed to The City of Rialto, Human Resources Department. 246 S. Willow, Rialto, CA 92376. Telephone: (909) 820-2540.
Selection Process:
Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting.
Veterans Preference Credit Eligibility:
Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit. For more information, please see the City's Veteran's Preference Policy.
E-Verify:
The City of Rialto is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.
