The Program Specialist provides highly complex, responsible and analytical support, researches and recommends new service delivery methods, policies and procedures and performs a variety of analytical duties relative to the assigned area of responsibility; provides operational support for the Records Center, including implementation of Records Center/ Records Management policies and procedures; receives and responds to requests from various departments for documents and records; retrieves files ... more details
Introduction
THE CITY OF OCEANSIDE IS AN EQUAL OPPORTUNITY EMPLOYER
The City of Oceanside is currently accepting applications for the position of Program Specialist. There is currently one vacancy in the City Clerk's Office. This position will be assigned to the Records Center to perform records management and will assist with Public Records requests.
Examples of Duties
The Program Specialist provides highly complex, responsible and analytical support, researches and recommends new service delivery methods, policies and procedures and performs a variety of analytical duties relative to the assigned area of responsibility; provides operational support for the Records Center, including implementation of Records Center/Records Management policies and procedures; receives and responds to requests from various departments for documents and records; retrieves files from storage and delivers materials to City departments; picks-up and returns records to Record Center; prepares statistical reports on Record Center activities; updates and inputs records information into Records Management software program; assists with various conservation activities to support the long-term storage and preservation of City archival materials; conducts detailed research requests for subpoenas, freedom of information requests, and public records requests; assists other City departments with inquiries regarding policies and procedures related to records; identifies, collects, and disposes of documents and materials that have been authorized for disposal, including use of an industrial shredder and moving shredded material to the recycling area using forklift; creates/scans bar codes to track records containers; performs routine inventory and housekeeping duties to maintain a clean and safe environment; and perform related duties as assigned.
Minimum Qualifications
Knowledge of:
Operations, services, and activities of assigned program area.
Principles and practices of program development and administration.
Principles and practices of fiscal, statistical, and administrative research and report preparation.
Principles of budget preparation and administration.
Principles of supervision and training.
Pertinent Federal, State, and local laws, codes, and regulations.
Modern office procedures, methods, and equipment including computers and applicable software applications.
English usage, spelling, grammar, and punctuation.
Principles and procedures of record keeping.
Principles of business letter writing and basic report preparation.
Methods and techniques of public relations.
Ability to:
Perform responsible and difficult programmatic and administrative support duties involving the use of independent judgment and personal initiative.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.
Research, compile, analyze, and interpret a variety of information and make appropriate recommendations.
Interpret and apply administrative and departmental policies and procedures.
Independently prepare correspondences and memoranda.
Supervise and train assigned clerical staff.
Type at a speed necessary for successful job performance.
Maintain and update accurate records and files.
Implement and maintain standard filing systems.
Prepare clear and concise administrative and financial reports.
Maintain confidential records and reports.
Perform basic arithmetic calculations accurately.
Work independently in the absence of supervision.
Operate and use modern office equipment including a computer and various software packages.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Qualifications
Experience: Four years of increasingly responsible administrative and programmatic support experience including one year of supervisory or lead responsibility.
Training: Equivalent to the completion of the twelfth grade supplemented by college level course work in program management, public administration or a related field.
License/Certificate: An appropriate, valid California Driver's License is required. Possession of, or ability to obtain an appropriate, valid forklift operator's license is required.
Note: A Bachelor's degree in Public Administration, Business Administration or a related field from an accredited college or university is desirable.
Working Conditions and Selection Process
Environmental Conditions: Office and warehouse environment; exposure to computer screens; exposure to dust; extensive public contact.
Physical Conditions: Essential functions require maintaining physical condition necessary for properly lifting and moving boxes of records weighing up to 50 lbs. and handling these boxes on ladders at heights of 10 to 12 feet; sitting and standing for prolonged periods of time; repeated bending and lifting; speaking and hearing to exchange information; operating various equipment such as hand trucks, pallet jacks, hand carts, and motorized vehicles such as a full-size van.
Selection Process: All properly completed applications will be reviewed and the most appropriately qualified candidates will be invited to continue in the selection process, which may consist of a practical assessment, and a written and/or oral examination to further assess appropriate education, training and experience. Failure to provide all required materials with the application will result in no further consideration for the position. Candidates who successfully complete the examination process will be placed on the eligibility list according to their scores and will remain eligible for employment consideration for six months.
Note: Perspective employees will undergo a background investigation, which includes a pre-placement exam, psychological evaluation, CVSA or polygraph examination, and a medical examination, which may include a drug screening.
RESUMES WILL NOT BE ACCEPTED IN LIEU OF COMPLETED APPLICATION FORMS BUT MAY BE ATTACHED.
CANDIDATES WHO REQUIRE A REASONABLE ACCOMMODATION IN THE SELECTON PROCESS SHOULD STATE THEIR NEEDS IN WRITING WHEN SUBMITTING AN APPLICATION PACKAGE.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.
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