Job Abstract

The City of Anaheim Human Resources Department seeks a dynamic, highly organized Part Time Office Specialist II to support the Risk Management division's front desk and lobby area. The Part Time Office Specialist II is the frontline representative for the division providing in person and telephonic support to internal and external customers. Additionally, the incumbent performs various clerical work as assigned to support the operation of the Risk Management division of the Human Resources department.

Qualified candidates will possess at least two (2) years of experience that includes performing journey-level clerical work in a professional and technical environment.

Ideal candidates will:

• Possess prior customer service experience within a fast-paced office environment, assisting a high volume of in person and telephonic contact to the general public.
• Possess experience working within an environment that handles highly sensitive and confidential matters and data (e.g., risk management, human resources, etc.).
• Be proficient with Microsoft Office applications (e.g., Outlook, Word, Excel).
• Possess Spanish-speaking bilingual abilities.

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Provide customer service in a wide variety of areas within the Risk Management division of the Human Resources Department, responding to requests for information and services, directing customers and/or public to appropriate city operations.
• Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit.
• File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval.
• Receive, open, date stamp and distribute incoming mail and processes outgoing mail.
• Type forms, schedules, reports, lists, general correspondence, manuscripts, charts, graphs, contracts and statistics.
• Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence.
• Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information.
• Proofread materials for clerical accuracy and spelling.
• Copy, collate, staple and otherwise bind a variety of materials.
• Maintain records of staff attendance and absences; compile and submit periodic reports for payroll purposes.
• Maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit; check and compare records and documents for accuracy.
• Make routine mathematical calculations.
• Perform related duties and responsibilities as required.

• Candidates must have experience performing varied journey-level clerical work.
  
  
• Candidates must have knowledge of modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods.
  
  
• Candidates must efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.
  
  
• Candidates must be in possession of a valid California Class C driver's license by date of appointment.

This part time position is designated to average 30 hours per week, with no minimum hours guaranteed. Candidates must be available to work between 8AM to 5PM, Monday to Friday.