Office Services Specialist II

Job Description:

Office Services Specialist II

Description

The Position

OPEN & PROMOTIONAL EXAMINATION - SIX MONTHS PROBATIONARY PERIOD

This recruitment is for the City Clerk Department. The eligible list resulting from this recruitment may be utilized by other Departments within the City.

This journey-level classification performs moderately complex word processing and typist/clerical duties under supervision and direction.

Essential functions of the job include, but are not limited to, the following:
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.

Prepares documents such as letters, memos, reports, agendas, minutes, forms, lists or other written material by using a computer or other devices.

Establishes and maintains traditional and automated filing systems by preparing new file folders and sorting, filing, shelving or storing materials. Checks accuracy and completeness of information being filed.

Maintains inventory of office supplies. Completes forms for ordering materials or supplies and follows up on delivery of ordered materials. Maintains automated purchasing and/or employee attendance/payroll records and public records requests.

Inputs data and prepares reports, charts, graphs and tables using , Microsoft Office or specialized computer software. May input, edit and/or maintain information on the departmental City web site.

Compiles and copies information using a copier, and distributes finished material by mail, facsimile machine or interoffice delivery. Determines appropriate form letters or notices to send in response to routine requests for information or material. Complies with meeting notice-posting requirements. Prepares and/or distributes meeting agendas.

Sorts incoming mail or packages into categories requiring a variety of handling, routing or filing procedures. Assembles and issues supplies, materials, books or other literature in response to requisitions, orders or requests. May deliver/pick up messages, materials or equipment utilizing a cart or hand truck. Some positions in off-site locations may utilize motorized equipment to pick up or deliver materials, supplies or equipment.

Interacts with the public or internal customers in person, via email, or over the telephone and directs them to the appropriate person or department. Responds to inquiries, provides routine information, and/or records messages. Contacts individuals in person, via email, or by telephone to obtain information, documents, or resolve discrepancies. Assists the public or other employees in understanding and filling out forms.

Receives monies, makes out receipts, reconciles and balances accounts or statements, assists in budget preparation and/or performs arithmetic computations utilizing various devices, including calculators and computers.

May have the opportunity to participate in related departmental cross-training efforts.

Experience and qualifications gained in this cross training may apply towards promotional opportunities and transfers.

Schedules meetings, notifies participants, posts meeting notices.

Drives on City business as necessary.

Assumes responsibility for ensuring the duties of the position are performed in a safe, efficient manner.

Performs other related duties as assigned or as the situation requires.

Minimum Requirements

An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities maybe qualifying.

Experience
One-year clerical/general office experience.

Education/Training
High School Diploma or equivalent, supplemented by coursework in computer applications, business practices and procedures, or office practices.

License(s)/Certification(s)
A valid Class C California driver's license may be required for some positions in this series.

Desirable Qualifications:
Experience working in elections or City Clerk's office is highly desirable.
Fluency in languages commonly spoken within the community is highly desirable.

Knowledge, Skills & Abilities
Knowledge of:
Basic mathematical operations such as addition, subtraction, multiplication and division.
English grammar usage, spelling, punctuation, and business vocabulary.
Standard office procedures.

Knowledge of and skill in:
Exceptional customer service practices.

Skill in:
Making independent judgments and decisions based on standard policy or procedure.
Utilizing a variety of Microsoft Office software programs, including Outlook, Excel, and PowerPoint.

Ability to:
Provide exceptional customer service to all employees and vendors.
Comply with meeting posting requirements.
Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.
Establish smooth working relationships and resolve interpersonal conflicts.
Format information such as lists, tables, documents, correspondence, etc.
Foster a teamwork environment.
Handle confidential information with discretion.
Maintain a filing system.
Maintain accuracy while performing routine repetitive tasks.
Maintain automated purchasing and employee attendance records.
Model and practice the highest standards of ethical conduct.
Read, write and communicate effectively in the English language.
Schedule meetings using automated systems.
Type accurately at 45 words per minute net, depending upon assignment.
Word process general correspondence and reports using a computer and word processing software applications, including Microsoft Word.

Other Characteristics
Willingness to:
Work overtime as requested or required.
Assume responsibility for maintaining a safe working environment.

Promotional Eligibility
Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment, and is occupying a permanent full-time classification on file in the Human Resources Department. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).

Exceptional Customer Service Policy
The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.

Please click on the link to read the Exceptional Customer Service Policy .

Selection Process

EVALUATION OF APPLICATION: Submitted Application will be reviewed to ensure applicants meet the minimum requirements. Only the most qualified applicants will be invited to participate in the selection process.
Candidates must pass each exam component with a minimum score of 70.00% in order to be placed on the eligible list.

WRITTEN EXAM: (PASS/FAIL) To evaluate the candidate's ability to be successful in this position. Exam will be relevant to the duties of this position. Approximately the 12 highest scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process.

ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and personal fitness for the position.
TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Evaluations will be based on the candidate's education and experience relevant to the position. Examinations will assess evaluate the candidate's education, experience, knowledge and skills related to the job. The City of Glendale reserves the right to modify the examination components or their weighting. If changes are necessary, candidates will be informed of the specific examination components and their weight before the examination is administered. The selected candidate will undergo a background check, including Livescan fingerprinting. The City of Glendale complies with state and federal obligations to provide reasonable accommodations for applicants and employees with disabilities. Applicants with special needs are encouraged to inform the Human Resources Department at least five days before the first examination to ensure reasonable accommodations can be arranged. The provisions of this bulletin do not constitute an express or implied contract.

The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance.

The above listed benefits apply to full-time, salaried positions only.

Closing Date/Time: 4/24/2026 11:59 PM Pacific

Salary:

$3,837.84 - $5,021.02 Monthly