Office Specialist II

Introduction

THE CITY OF OCEANSIDE IS AN EQUAL OPPORTUNITY EMPLOYER.

The Water Utilities Department is conducting a department wide compensation study to maintain regionally competitive standing as a Water Utilities employer. The results of this study may impact base salaries in fiscal year 2024/2025.

This position will be starting on or after July 1, 2024 pending Council approval on June 5th.

About Oceanside's Water Utilities Department

The City of Oceanside's dynamic Water Utilities Department is an industry-leading team looking to integrate top-level talent, innovative technology, resource efficiency and financial stability. It is the primary goal of this Department to ensure Oceanside residents and businesses have continued access to safe and reliable drinking water, comprehensive wastewater services, and sustainable environmental services.

The City of Oceanside is accepting applications for current and future vacancies for the position of Office Specialist II. There is currently one vacancy in the Water Utilities Department's Administrative Division.

About the position

This position lies at the center of our Department's Administrative Division and plays a critical role in the day-to-day completion of administrative and front-desk tasks. The average day consists of processing invoices, handling incoming and outgoing mail, serving as the department's phone receptionist, and assisting residents and customers to resolve a wide variety of issues with or without the assistance of other staff.

The ideal candidate for this position should have previous experience in a clerical or secretarial role in a governmental, or government-adjacent organization, and be able to proactively perform complex and diverse front-desk duties. This specialist should be able to confidently provide customer service over the phone and in person at the Water Utilities Front Counter. The person in this role will rely heavily on their excellent writing skills, personal initiative, and aptitude for process improvement and efficiency optimization. This position will provide administrative support to all divisions of the Water Utilities Department which ranges from water treatment to wastewater laboratory teams.

You should be excited about this opportunity because you will...

* Assist in the day-to-day operations for the administrative team
* Serve as a central point of contact for field and plant workers
* Assist residents and developers with issues regarding water, wastewater and other services
* Become knowledgeable in local water and wastewater practices
* Empower our department to continue innovating by ensuring a reliable administrative function

If this sounds like you, keep reading

Examples of Duties

The Office Specialist acts as a receptionist; answers the telephone and assists the general public; takes and distributes messages for department staff; provides information as required; performs a variety of routine recordkeeping duties, including maintaining records; responds to requests by researching and extracting information from archives; enters and updates departmental data into computer terminal; types a wide variety of documents and forms; retrieves data; operates a printer and other computer peripherals; operates a variety of office machines including a telephone switchboard, photocopier, typewriter and computer terminal; processes and distributes the mail including receiving, sorting and distributing incoming and outgoing correspondence; types and proofreads letters, memos, reports, agendas, resolutions, minutes, bulletins and other finished copy from rough draft, dictating machine or oral instructions; makes travel arrangements for department staff; maintains staff calendars; schedules meetings as required; prepares invoices, bills, receipts and authorizations to pay; maintains and balances petty cash; participates in ordering and distributing office supplies; checks and logs materials and supplies requisitioned and received; enters, modifies and verifies data in various automated information systems; classifies and codes data; participates in a variety of special projects as assigned; and performs related duties and responsibilities as required.

Minimum Qualifications

Knowledge of:

* Modern office procedures, methods and computer equipment;
* Principles of business letter writing and basic report preparation;
* Principles and procedures of recordkeeping;
* English usage, spelling, grammar and punctuation; and
* Pertinent Federal, State and local laws, codes and ordinances.
* Basic principles of accounting

Ability to:

* Type at a speed necessary for successful job performance;
* Respond to requests and inquiries from the general public;
* Learn to prepare clear and concise reports;
* Maintain clerical records;
* Learn to interpret and explain departmental policies;
* Communicate clearly and concisely, both orally and in writing;
* Establish and maintain effective working relationships with those contacted in the course of work;
* Maintain mental capacity which allows for effective interaction and communication with others; and
* Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
* Compose routine correspondence independently;
* Collect, organize and assemble data for reports, agendas and correspondence; and
* Work independently in the absence of supervision.

Experience and Training

Experience: One year of clerical experience is desirable.

Training: Equivalent to the completion of the twelfth grade.

Working Conditions and Selection Process

Environmental Conditions:Office environment.

Physical Conditions:Essential and marginal functions may require maintaining physical condition necessary for sitting for prolonged periods of time.

Selection Process: All properly completed applications and supplemental questionnaires will be reviewed and the most appropriately qualified individuals will be invited to continue in the selection process. Failure to provide all required application material will result in disqualification from the selection process. The process may include any combination of written exam, oral exam, and/or skills assessment to further evaluate job related experience and skills. Candidates who successfully complete the selection process will be placed on an eligibility list and will remain eligible for employment consideration for a minimum of six months.

Note: Prospective employees will undergo, and must successfully pass, a background reference check (including fingerprinting) and a medical examination. Drug screening may be required.

RESUMES ARE NOT ACCEPTED IN LIEU OF COMPLETED APPLICATION FORMS, BUT MAY BE ATTACHED.

CANDIDATES WHO REQUIRE A REASONABLE ACCOMMODATION IN THE SELECTION PROCESS SHOULD STATE THEIR NEEDS IN WRITING WHEN SUBMITTING AN APPLICATION.

THE PROVISIONS IN THIS BULLETIN DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT. ANY PROVISION CONTAINED IN THIS BULLETIN MAY BE MODIFIED OR REVOKED WITHOUT NOTICE.