Office Specialist is the specialist level in the office support series, with responsibilities including the performance of complex or difficult office support work requiring the use of independent judgment or the application of technical or related skills. Incumbents at this level possess a detailed knowledge of their department's specialized activities and often function as the only office support for an organizational or functional unit. Lead direction of others is not a regular part of the jo... more details
DEFINITION
OPEN OPPORTUNITY
FLSA STATUS: Non-Exempt
TENTATIVE EXAMINATION DATE: Week of July 29, 2024 (Candidate must appear in person for the examination.)
TYPING CERTIFICATE SUBMISSION DEADLINE: Monday, July 15, 2024 at 5:30 pm
Incumbents in this position are included in the Civil Service system, in a "for-cause" employment status, and are represented by the Stockton City Employees' Association. (Classified/Represented)
Prior to appointment, eligible candidates will be required to submit to and successfully pass a background investigation, which will include fingerprinting.
Under general supervision, provides a variety of routine to complex administrative support, which may include receptionist duties, typing, proofreading, record keeping, opening and distributing mail, scheduling meetings, preparing meeting agendas and summaries, entering and retrieving information from computer databases, carrying out research and compiling reports that may require the use of arithmetical calculations, ordering supplies, processing invoices, and other duties as assigned. The complexity of assignments shall increase as the incumbent progresses from one level in the series to another.
CLASS CHARACTERISTICS
Office Specialist is the specialist level in the office support series, with responsibilities including the performance of complex or difficult office support work requiring the use of independent judgment or the application of technical or related skills. Incumbents at this level possess a detailed knowledge of their department's specialized activities and often function as the only office support for an organizational or functional unit. Lead direction of others is not a regular part of the job; although project or relief leadership may be required. This class is distinguished from Supervising Office Assistant in that the latter is the full first-line supervisory class over office support staff.
PRINCIPAL DUTIES (Illustrative Only)
Operates a personal computer and other standard office equipment.
Receives and screens visitors and telephone calls, takes messages, personally handles callers/visitors or refers them to proper party.
Provides information to internal and external customers that may require the use of independent judgment or the interpretation of City or departmental policies and procedures.
Independently types correspondence, reports, forms, and other specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions; enters and/or retrieves data and prepares documents utilizing various computer programs.
Initiates routine correspondence for signature by appropriate management, supervisory, or professional staff.
Reviews a variety of finished materials for completeness, accuracy, format, and compliance with policies and procedures and appropriate English usage.
Attends to routine office administrative details such as opening and distributing or processing mail, ordering supplies, arranging for the repair of equipment, transmitting information, keeping reference materials up to date, and keeping informed of unit activities.
Schedules meetings, notifies participants, compiles materials, prepares agendas, reserves facilities; makes travel, meal and lodging arrangements; attends such meetings to take notes as required.
Researches, compiles, and/or updates a variety of reports which may require the use of arithmetic calculations and consolidating materials from several sources.
Establishes and maintains records, processes forms, researches and compiles information from such records.
May plan, assign, direct, and review the work of others on a project basis; may instruct staff in work procedures.
QUALIFICATIONS
Education/Experience: Graduation from high school or possession of a GED certificate and three (3) years of general clerical or office administrative experience equivalent to the City's class of Office Assistant II. Newly hired incumbents must possess a valid (two years old or less) typing certificate for at least 50 net words per minute.
Special Requirement:
Newly hired Office Specialists and Secretaries will be required to enroll in the City's Office Support Certificate Program and will attempt to complete the course within three years of the date of hire as a condition of continued employment.
Other Requirements:
Specified positions may require:
Possession of a valid California driver's license;
Evening and weekend work;
The ability to lift materials weighing up to 30 pounds;
Frequent operation of a data entry device, involving repetitive motion;
Occasional standing, bending, or squatting; and
Skill in taking dictation at the rate of 80 words per minute and transcribing it accurately
The Examination:
Applicants who qualify in terms of relevant work experience and education, that best fit the needs of the City, will be invited to participate in the examination process. The examination process may include a written test weighted 100%. However, the City reserves the right to utilize alternative testing methods if deemed necessary. Candidates must receive a minimum passing score of 70%, as determined by the relative performance of all candidates in all portions of the examination. In the event of identical ratings, candidates' names will be arranged in order of application date/time, and, if the same, then arranged alphabetically.
NOTE:
After online submittal, immediate notification will appear on your screen indicating your application has been received. Please print this notice as proof of filing.
Notices and correspondence will be sent via email only. No paper notices will be mailed to applicants. It is the applicant's responsibility to ensure a correct email address is provided and that correspondence is received.
NeoGov.com: You will receive correspondence via the email address you placed on your application. Some email accounts have been known to place these emails in the spam/junk file. Please check your email folders or accept emails ending with neogov.com.
In accordance with California Government Code section 3100, et., seq., all City of Stockton employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.
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