Do you have the desire to make a meaningful impact in a vibrant and diverse community? Join a collaborative workforce committed to serving the City of Irvine. The City of Irvine is seeking a customer-service-focused, dependable Senior Office Specialist to assist with the clerical and administrative support needs of our Reservations & Program Registration team. The Reservations & Program Registration team processes facility reservations and registration for resident and nonresident individuals, n... more details
Description
Do you have the desire to make a meaningful impact in a vibrant and diverse community? Join a collaborative workforce committed to serving the City of Irvine.
The City of Irvine is seeking a customer-service-focused, dependable Senior Office Specialist to assist with the clerical and administrative support needs of our Reservations & Program Registration team. The Reservations & Program Registration team processes facility reservations and registration for resident and nonresident individuals, nonprofit groups, and businesses.
HOURS: Shifts will be scheduled Monday-Friday during regular business hours, 7:30 a.m.-5:30 p.m., with occasional evening, weekend, and holiday availability required.
For additional information please see the Senior Office Specialist job description.
Your Impact
Support in the oversight of the daily operations of the Civic Center facilities reservations and registrations front desk.
Review facility reservation applications, check availability, implement fees, and coordinate logistics with site staff.
Process reservation permits, complex permits (film permits, open space permits, etc.), and special event permits.
Categorize reservation requests for appropriate fee schedules including calculating and determining fees and deposits for facility reservations. Troubleshoot bookkeeping errors.
Successfully interact with the public, various community groups, and all levels of City staff, as well as work cooperatively with team members.
Schedule and supervise part-time staff, prioritize, and review work, provide technical guidance and training, and evaluate employee performance.
Responds to routine complaints and inquiries regarding regulations, procedures, and policies from participants, parents, facility patrons, and the public.
Participate in budget preparation, prepare cost estimates for budget recommendations, submit justifications for assigned operations, monitor and control expenditures.
Oversee reservation outcomes by identifying facility damage costs, purchases/requisitions supplies and equipment, and serve as a liaison with Facilities Maintenance, Landscape Maintenance, and other contractors.
Perform routine bookkeeping tasks such as preparing invoices, and recording receipts and expenses.
Research, analyze, and prepare various reports and statistical data.
Perform a variety of general administrative tasks including typing, data entry/retrieval, copying, filing, faxing, emailing, and handling heavy phone calls.
May review a variety of materials such as time sheets, work orders, reports, forms, applications, permits, database information, etc. for accuracy and completeness.
Participate and assist in processing confidential personnel, payroll, and purchasing documents.
May act as a receptionist in an assigned office or central location. Screen and route telephone calls and visitors. Receive and relay messages. Provide information regarding City programs and services. Refer to more complex inquiries as needed to other personnel.
Minimum Qualifications
High school diploma or equivalent with some responsible clerical experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities. May require a valid California driver's license.
Best Fit
Ability to effectively listen and respond to the public’s needs by providing services, information, and assistance in a professional, courteous, and enthusiastic manner.
Ability to follow directions, manage multiple priorities, and accurately complete requests in a busy environment.
Ability to lead and mentor a team of part-time staff.
Diverse experience in administrative tasks.
Ability to evaluate program budgets, publicity material, and other documents relevant to programming and operations.
Familiarity with purchasing processes, work order submittals, and City software platforms.
Experience with fostering quality guest experience and high commitment to customer service.
Ability to work in a fast-paced environment; flexibility to respond to changes in direction quickly and effectively.
Detail-oriented with the ability to multitask and prioritize tasks.
YourTeam The Community Services Department provides exceptional service, innovative programs, and diverse cultural experiences in vibrant and sustainable spaces. The department consists of the following award-winning programs and services: Senior Services, Child, Youth, and Family Services, Athletics, Aquatics, Fine Arts, Animal Care, Recreation Programs & Special Events, Transportation Services (TRIPS), Open Space & Agricultural Programs, Orange County Great Park, and Administration & Business Support Services.
The Process The selection process will include an examination and conduct a background investigation prior to appointment. This recruitment may establish an eligibility list to fill future positions in similar and/or lower classifications within the organization.
Equal Opportunity Employer The City of Irvine is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. We encourage you to inform Human Resources at least two business days prior to the first phase of the selection process if you have a disability that may require an accommodation.
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