Office Specialist

To apply, please visit https://www.governmentjobs.com/careers/goletaca

The City of Goleta invites applicants for Office Specialist to fill one (1) vacancy. This position provides direct support to the City Clerk's Office.

Note regarding salary: effective the first pay period of January 2025, the position will receive a base salary increase of 3%.

IDEAL CANDIDATE

The ideal candidate will possess excellent skills in the areas of communication, organization, and time management, with a demonstrated ability to efficiently manage a variety of clerical tasks and adeptly meet deadlines. As a first point of contact at Goleta City Hall, the ideal candidate possesses and provides a high standard of exceptional customer service.

ABOUT THE POSITION

The Office Specialist serves as the primary point of contact for all visitors and individuals conducting business at Goleta City Hall. Under general supervision, the role involves operating and answering a multi-line telephone system and directing calls as needed. The position requires performing a variety of clerical tasks, including typing, filing, data entry, and record-keeping.

ABOUT THE DEPARTMENT

The City Clerk's Office is a division within the City Manager's Office. This division administers democratic processes such as elections, access to City records, and legislative actions to ensure transparency to the public. It also provides administrative support for the City Council agenda process, records management, and commission liaison training.

In addition, the City Clerk's Office oversees support services functions in City Hall, including reception and administrative support, the purchase of office supplies, business services and equipment, and other citywide administrative functions.

Depending on the needs of the department and upon certification, this position may be eligible for bilingual pay, currently at $65 per pay period.

EXAMPLES OF DUTIES

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

- Receives the public and staff; provides assistance and answers questions and calls; determines how incoming calls should be routed; directs people to appropriate offices; answers routine questions; explains established procedures, processes or departmental activities; distributes and explains forms, such as applications or permits; assists with the issuance of encroachment permits; schedules appointments, training, or examinations; obtains information to create or update files.

- Uses word processing software to create a variety of documents in draft and final form, such as correspondence, standard forms, charts, contracts, bid documents and reports; performs data entry; proofreads materials for correct grammar, spelling, punctuation, and general content.

- Prepares, validates, processes, and/or checks a variety of documents and records such as invoices, timesheets, application forms, purchase orders, contracts, bid documents and public notices for completeness, accuracy and submission standards; may assist with agenda preparation; compiles and records fiscal transactions, payroll records, and statistical data according to established procedures; may maintain petty cash.

- Maintains records by transferring data and calculating totals and subtotals; processes technical records reviewing documents for

completeness and consistency; completes standard forms; maintains cross reference files or indexes; maintains logs of processed

materials; may assist in operating a computerized records management system.

- Compiles reports by extracting and/or tabulating information from a variety of sources, such as files, correspondence, meeting

notes, logs, previous reports, and/or oral instruction; recommends and assists in implementing office programs and clerical

systems, procedures and policies.

- Sorts and files materials such as correspondence, applications, and documents; purges and destroys files according to the city-

wide records retention and destruction schedule; may assist with job recruitments.

- Time stamps and distributes mail; takes outgoing mail to the post office; prepares mailings as needed.

- Operates a variety of office equipment, such as telephone systems, photocopiers, computers and related software, and other

equipment necessary in the performance of duties.

- May collect fees and payments; provides instruction or assistance to others in the performance of related duties.

- Attends department staff meetings, City staff meetings and training sessions; participates in employee development activities as

assigned.

- Provides vacation and temporary relief as required.

TYPICAL QUALIFICATIONS

Education, Experience and Training

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

- Graduation from high school or equivalent, including or supplemented by specialized training in the clerical occupation field.

Experience:

- Two years of experience in related clerical work involving a variety of typing and/or office operation responsibilities.

Knowledge and Abilities

Knowledge of:

- General office methods and procedures.

- Proper English usage, punctuation, grammar, and spelling.

- Working knowledge of policies, procedures and rules of the assigned work unit as well as other City departments.

- Effective methods and techniques in customer service and telephone caller handling.

- Office equipment operation, including multi-line telephone systems, computers, adding machines, photocopiers, and other related office equipment.

- A variety of software applications as required by job assignment

Ability to:

- Use correct English grammar, punctuation and spelling.

- Receive the public in person and/or over the telephone.

- Apply and explain regulations, policies and procedures.

- Maintain records and perform assigned program activities in accordance with established practices and general instructions; perform detailed and multi-task activities.

- Alphabetize and/or numerically/chronologically sort materials.

- Type at a speed necessary to perform assigned duties.

- Understand and follow written and verbal instructions.

- Communicate clearly and concisely, both verbally and in writing.

- Learn the policies and procedures of the assigned department as related to position responsibilities.

- Operate related office equipment including a multi-line telephone system.

- Remain seated and work at a video display terminal for prolonged periods and file documents in various locations and heights.

- Work independently.

- Establish and maintain cooperative and effective working relationships with those contacted in the course of work.

Special Requirements

- Possession of a valid Class “C” California driver’s license with a satisfactory driving record.