Office Specialist I/II

Job Description:

Office Specialist I/II

Description

Description

The City of Fremont's Human Resources Department is recruiting for

Office Specialist I/II

VIEW OUR RECRUITMENT BROCHURE

T HE DEPARTMENT

The mission of the Human Resources Department is to support and develop our employees, so they can support the community. We achieve this through bringing stability to an ever-changing and evolving environment, while creating and maintaining equity.

THE OPPORTUNITY The City of Fremont is currently recruiting for a Office Specialist I/II.

The i deal candidate for this opportunity possesses the following:

• A passion to work in public sector human resources.
• Ability to effectively manage time and resources to ensure that work is completed efficiently to meet established deadlines, with self-management and independent judgment.
• Strong customer service skills to communicate in a professional and effective manner both verbally and in writing.
• Ability to work effectively with City staff to provide assistance regarding a wide range of human resources administrative duties related to recruitment, selection, classification, compensation, benefits and payroll.
• Ability to explain, observe, identify and problem solve office operations and procedures with City staff.
• Ability to complete work tasks with thoroughness, accuracy and consistency.
• Be an action-oriented individual who shows initiative and anticipates the needs of customers to complete work projects and assignments.
• Be flexible and adaptable to changing priorities throughout the work day.
• Excel in a fast-paced, progressive and demanding work environment, which is supported by collaboration, transparency and ethics of the highest level.
• Be a highly confidential and discreet individual with experience providing professional-level Human Resources support to a public sector organization.

FIRST REVIEW OF APPLICATIONS
The first review of applications is October 11 , 2024 at 12:00 p.m. (PST) or when 150 applications are received . This recruitment may close without notice when the threshold is reached, so interested applicants are encouraged to apply immediately. A resume and supplemental questionnaire (part of the online application) must be submitted with the completed City application.

To be considered for this outstanding employment opportunity, please complete an application online by clicking "Apply" just above this box.

SELECTION PROCESS
The process may include a panel interview, in-basket or written exercise, professional reference checks, fingerprint check for criminal history, and other related components. Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process. If you are interested in employment in this job classification, you should apply to ensure you are considered for future opportunities that may utilize the candidates from this recruitment.

- PLEASE READ -

Please note the tentative dates for the recruitment process:

ONLINE WRITTEN EXAMINATION: Week of October 14, 2024

ORAL EXAM (INTERVIEWS): Week of October 28, 2024

REASONABLE ACCOMODATION
Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources of any special needs a minimum of 5 days in advance of the selection process by calling (510) 494-4660 or emailing humanresources@fremont.gov.

CONTACT US
For additional information, please contact Human Resources Department at: humanresources@fremont.gov

The information contained herein is subject to change and does not constitute either an expressed or implied contract.

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CLASS SPECIFICATIONS

Performs a wide variety of general clerical duties in support of specific functions and programs within the department assigned.

Class Characteristics

Office Specialist I: This is the entry-level class in the series. Positions in this class typically have little or no directly related work experience and work under immediate supervision while learning job tasks. This class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

Office Specialist II: This is the journey level class within the series and has the ability to perform the full range of duties assigned, with only occasional instruction or assistance as unique situations arise. Incumbents receive general supervision from an assigned supervisor. Positions in this class are flexibly staffed and are normally filled by advancement from the I level. This class is distinguished from the Senior Office Specialist in that the latter performs advanced journey level work requiring a high level of independence and specialized knowledge, and/or provides lead direction over assigned staff.

Some positions within this classification may be permanently assigned at the Office Specialist I level based on the level and the nature of the duties assigned.

Essential Functions

Position exists in a variety of departments. Not all functions are essential in all departments depending on department needs.

• Performs a wide variety of routine clerical work including filing, billing, checking, tracking, recording information on records, and processing personnel, payroll, purchasing, and training information.
• Sorts and files documents and records, maintaining alphabetical index and cross-reference files.
• Acts as a receptionist.
• Answers the telephone and assists the general public and City staff, giving information on department and assigned program policies and procedures.
• Screens calls and visitors, and refers inquiries as appropriate.
• Schedules meetings, inspections and appointments as assigned.
• Makes referrals to services and programs available through other City departments/divisions and outside agencies.
• Receives, issues, and processes various applications, licenses, permits and other forms.
• Receives, sorts and distributes incoming and outgoing correspondence and mail.
• Maintains and updates mailing lists.
• Types or enters data, proofreads and processes a variety of documents including general correspondence, memos, and statistical charts from rough draft, audio recordings or verbal instruction using computer software applicable to assignment.
• Operates standard and specialized office equipment including computer equipment.
• Receives and responds to questions and problems related to the operation of computers, software, printers, and other office equipment.
• May develop and maintain spreadsheets, databases and other automated systems.
• Composes routine correspondence independently.
• Compiles and formats information and data from a variety of sources for statistical and financial reports.
• Maintains ledger of expenses and revenues.
• Calculates, collects and processes fees, charges and donations.
• Issues receipts and balances related accounts.
• Receives checks by mail and processes and balances accordingly.
• Records or posts information, data or figures.
• Audits accounts receivable.
• Reviews and reconciles bank statements.
• Conducts research of records, programs, processes, procedures, office equipment and supplies, office services, and resources.
• Arranges for the repair of equipment and orders office supplies and equipment.
• May scan, index and verify records for digital imaging.
• Retrieves and prepares obsolete records for destruction.
• May receive and index materials submitted for records retention.
• Maintains records, transfer logs and storage inventories of records in offsite retention.
• May assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
• May coordinate or participate in the preparation for meetings, presentations and events.
• May receive and process contracts and other documents.
• May scan records, such as documents, files, large plans.
• May coordinate file inventory/retention.
• May pickup and deliver all city mail (incoming and outgoing) including lifting and carrying large packages, loading mail bags and trays into carts.
•May support a code enforcement function.
• May post and maintain information on department/division intranet and/or internet website pages.
• Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service.

Marginal Functions
• Other duties as assigned.

Minimum Qualifications

Incumbents of the entry (I) level are expected to acquire the following, while incumbents of the journey (II) level are expected to possess:

Knowledge of: Applicable laws, rules and regulations; English usage, spelling, grammar, and punctuation; modern office practices and procedures; computer equipment and software applications related to assignment; basic mathematics; research methods.

Ability to: Perform a variety of responsible clerical duties in support of department operations including maintenance of appropriate records and preparation of general reports; provide exceptional customer service to both internal and external customers; sit at a desk and/or stand at a counter for long periods of time; intermittently twist and reach office equipment; operate a variety of office equipment such as a calculator, computer and software applicable to assignment; write and use keyboard to communicate through written means; learn to use a variety of software systems; type at a speed necessary for successful job performance; review documents related to department operations; perform basic mathematical calculations; verify and check files and data; research and resolve discrepancies; track projects; may lift or carry light to moderately heavy items; run errands; work independently with limited supervision and effectively in a team environment; use initiative and sound independent judgment within established guidelines; prioritize work and coordinate several work activities; learn organization, procedures and operations of the city as necessary to assume assigned responsibilities; understand, interpret, apply and explain department policies, procedures and rules; learn services and resources available to the public; explain, observe, identify and problem solve office operations and procedures for the public and with staff; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.

Incumbents must possess the physical and mental capacity to work under the conditions described in this document and to perform the duties required by their assigned position.

Education/Experience

Any combination of education and/or experience that has provided the knowledge and skills necessary to satisfactory job performance would be qualifying.

Office Specialist I: A typical way to obtain the required knowledge and skills would be: completion of the twelfth grade or equivalent.

Office Specialist II: In addition to the above, two years of general clerical experience.

Licenses/Certificates/Special Requirements

Possession of, or ability to obtain by time of appointment, a valid California driver's license may be required.

Physical and Environmental Demands

Please note: physical demands vary for specific departments.

Rare = 66%

Sitting: Frequent
Walking: Occasional
Standing: Occasional
Bending (neck): Occasional to Frequent
Bending (waist): Occasional
Squatting: Rare - to access low drawers
Climbing: Rare - stairs/step stool
Kneeling: Rare
Crawling: Never
Jumping: Never
Balancing: Never
Twisting (neck): Occasional
Twisting (waist): Occasional
Grasp - light (dominant hand): Up to Frequent
Grasp - light (non-dominant): Occasional
Grasp - firm (dominant hand): Rare - general position - see notes below
Grasp - firm (non-dominant): Rare - general position - see notes below
Fine manipulation (dominant): Frequent - keyboard, writing
Fine manipulation (non-dominant): Occasional - keyboard
Reach - at/below shoulder: Occasional
Reach - above shoulder level: Rare

Push/pull:
Up to 10 lbs. Rare
11 to 25 lbs. Rare
26 to 50 lbs. Never
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never

Lifting:
Up to 10 lbs. Rare
11 to 25 lbs. Rare
26 to 50 lbs. Never
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never

Carrying:
Up to 10 lbs. Rare
11 to 25 lbs. Never
26 to 50 lbs. Never
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never

Coordination:
Eye-hand: Required
Eye-hand-foot: Not-Required
Driving: Required (some departments)

Vision:
Acuity, near: Required
Acuity, far: Required
Depth perception: Required
Accommodation: Required - when driving
Color vision: Required - when driving
Field of vision: Required - when driving

Talking:
Face-to-face contact: Required
Verbal contact w/others: Required
Public: Required

Hearing:
Normal conversation: Required
Telephone communication: Required
Earplugs required: Not required

Work environment:
Works indoors, works outdoors (when driving), exposure to extreme hot or cold temperature (outdoors), working at unprotected heights (ladder for record retention), exposure to slippery or uneven walking surfaces (outdoor), using computer monitor, works around others, works alone, works with others.

Class Code: Level I: 8375; Level II: 8380
FLSA: Non-exempt
EEOC Code: 6
Barg. Unit: CFEA
Probation: 12 months
Rev.: 11/15

The City of Fremont offers a comprehensive benefit package including general and holiday leave as well as medical, dental, vision, life, and long/short-term disability insurance.

To view a summary of the benefits the City offers, please visit: City of Fremont Benefits Summary

Closing Date/Time: Continuous

Salary:

$63,124.70 - $84,401.21 Annually