Office Specialist III

Description

WILL CLOSE AFTER RECEIPT OF THE FIRST 100 FULLY COMPLETED APPLICATIONS THAT INCLUDE A CURRENT (ISSUED IN THE SIX MONTHS PRIOR TO THE APPLICATION DEADLINE) 5-MINUTE TYPING CERTIFICATE AT 35 WPM CORRECTED SPEED OR DECEMBER 2, 2024; WHICHEVER OCCURS FIRST.

* WITHOUT THIS CERTIFICATE, YOUR APPLICATION WILL BE DISQUALIFIED.*

The current opening is in the Parks, Recreation and Community Services Department. Under general supervision, performs a variety of complex clerical duties in support of an assigned function requiring specific program knowledge; assists the public at the counter and on the phone with City policies, complaints, and questions; writes a variety of correspondence; performs other duties as assigned.

Examples of Duties

(Listed below are some of the basic duties for this position. For a complete listing of Essential Functions, review the class specification.)

Performs complex clerical duties in support of an assigned function requiring specific program knowledge, including typing, copying, and scanning a number of documents; assists the public with the more difficult and complex questions on the phone and at the counter; answers and refers complaints to the correct division, department or agency.

Provides specific information within the area of assignment; directs the public to the appropriate department; responds to public inquiries in a courteous manner; explains assigned program areas to the public; provides proper documents and resource references as required; assists water, sewer, streets and fleet divisions with clerical tasks including fuel reports.

Prepares a variety of documents and forms, including general correspondence, contracts, mailing lists, logs, reports, agenda packet materials, and memoranda; compiles data and information for inclusion in monthly newsletters; assists in the preparation of newsletters; sorts and distributes mail; arranges bid openings.

Schedules meetings and appointments; maintains a calendar; schedules reservations.

Prepares demands for payment and service order reports; processes invoices for payment; monitors and purchases office supplies.

Acts as a liaison with contractors, vendors, including the City uniform provider, provides assistance and oversight to part-time staff.

Establishes positive working relationships with representatives of community organizations, State/ local agencies, City management and staff, and the public.

May attend meetings and take/prepare meeting minutes.

May organize special annual events for assigned area; performs set up work for special events, and programs.

May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.

Performs other related duties as required.

Physical, Mental and Environmental Working Conditions: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.

The City of Whittier encourages applications from qualified Individuals with disabilities as defined by the Americans with Disabilities Act and California Fair Employment and Housing Act. Individuals who require accommodation in the application or testing process should contact the Human Resources staff at least 5 days prior to the application deadline or 5 days prior to the testing process so that a reasonable accommodation may be made. Persons requesting a reasonable accommodation will be required to provide documentation of such need. Seeking or receiving an accommodation by the City will have no negative impact on an individual's application or employment.

Typical Qualifications

(The following are minimal qualifications necessary for entry into the classification.)

Education and/or Experience: Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for an Office Specialist III. A typical way of obtaining the required qualifications is to possess the equivalent of one year of clerical experience equivalent to that of an Office Specialist II in the City of Whittier, with specific knowledge applicable to assigned area.

License/Certificate: Possession of, or ability to obtain, a valid Class C California driver's license.

Knowledge of: Complex office and clerical policies and procedures; specific City programs; specified computer applications involving word processing, data entry, database access, and/or standard report generation; business arithmetic; methods and techniques of supervising part-time staff and volunteers; basic principles of mathematics; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; and occupational hazards and standard safety practices.

Ability to: Provide complex clerical support to a specialized work unit requiring specific program knowledge; use applicable office terminology, forms, documents, and procedures in the course of the work; maintain accurate office files; compose correspondence and documents; meet critical deadlines; deal successfully with the public, in person and over the telephone; courteously respond to community issues, concerns, and needs; interpret, explain, and apply applicable laws, codes, and regulations; read, interpret, and record data accurately; organize, prioritize and follow up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships.

Skill to: Operate standard office equipment, including a computer and variety of word processing and software applications.

Supplemental Information

Medical: Applicants will be required as a prerequisite to employment to successfully pass a physical examination, including a drug screen, the cost of which will be paid by the City.

Selection/Exam Process: The person selected will be expected to perform all the functions of the position. Based on a review of the applications and the supplemental applications received, the candidates appearing to be the most qualified and meeting the City's particular needs will be invited in writing to the exam process. A candidate must achieve a passing score on each exam to proceed to the next exam. Due to the anticipated large volume of applicants for this position and our limited resources, we will only be able to invite the top candidates to participate in the panel oral interview. This will be based on your application and your supplemental application.

Exam Information: (Dates to be determined.)

Panel Oral Interview: 100%

The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

The City of Whittier is an Equal Opportunity Employer