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Office Specialist II
Ref No.: 18-04394
Location: San Jose, California
Due Date :04/30/2018
Segment:State and Local
JPAS:NO
  • Position: Office Specialist II
  • LOCATION: 5700 Almaden Expressway, San Jose, CA
  • TYPE: Full Time – 960 hours

OFFICE SPECIALIST I/II
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION
To perform a variety of clerical duties in support of an assigned District office; to receive and respond to outside calls and answer questions in a timely and efficient manner; to perform a variety of records maintenance, storage and retrieval functions; and to perform a variety of administrative support tasks relative to assigned area of responsibility.


DISTINGUISHING CHARACTERISTICS
Office Specialist I

This is the entry level class in the Office Specialist series. This class is distinguished from the Office Specialist II by the performance of the more routine tasks and duties assigned to positions within the series while learning to perform the full range of duties as assigned. Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Advancement to the "II” level is based on demonstrated proficiency in performing the assigned functions and is at the discretion of higher level supervisory or management staff.

Office Specialist II

This is the journey level within the Office Specialist series. Employees within this class are distinguished from the Office Specialist I by the performance of the full range of duties as assigned including maintaining filing systems and preparing correspondence. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the "I” level, or when filled from the outside, have prior experience. Further, this class is used throughout the District and may provide the opportunity to gain experience in specialized areas.

SUPERVISION RECEIVED AND EXERCISED
Office Specialist I
Receives immediate supervision from assigned supervisory or management personnel.

Office Specialist II
Receives general supervision from assigned supervisory or management personnel.

ESSENTIAL FUNCTION STATEMENTS
Essential responsibilities and duties may include, but are not limited to, the following:

1. Perform a variety of clerical support duties in support of an assigned District office.

2. Receive, greet and screen telephone calls and visitors to the assigned office; take messages or direct visitors to appropriate staff; respond to or resolve customer complaints as necessary.

3. Research and assemble information from a variety of sources for the completion of forms or the preparation of reports.

4. Type various correspondence, forms and specialized documents from drafts, notes, dictated tapes or brief instructions.

5. Perform data entry functions; ensure proper documentation, coding and input of information; print data, make necessary copies, attach materials and distribute as appropriate.

6. Store, maintain and retrieve a wide variety of active and inactive District records, information and files; purge and destroy manual and automated files and records according to retention schedules; track and monitor inactive files and records.

7. Prepare files for storage; receive and prepare storage boxes; prepare necessary forms to transfer and track boxes in storage; type labels, cards, jackets and other materials for records identification.

8. Analyze, code, index and file incoming and outgoing documents, maps, plans, photographs, drawings, films, microfiche, microfilm, photos, slides, aperture cards and other technical materials according to established criteria.

9. Retrieve records, files or other documents required to comply with subpoenas; ensure copies of records are available for litigation; ensure compliance with legal requirements.

10. Research blueprints, parcel books, permit tracking systems and other assorted materials or data bases to provide information to the public, real estate agencies or other private companies; assemble and maintain a variety of technical engineering documents for special projects.

11. Operate a variety of office equipment including a typewriter, copier, facsimile machine, adding machine, cash register, computer, video display terminal, printer and related word processing equipment.

12. Receive, screen, sort and deliver District mail including packages, supplies and other materials; prepare and meter outgoing mail and special packages.

13. Transmit, receive and maintain logs of fax communications for all District divisions.

14. Provide assistance at the front counter; may collect cash and issue receipts; balance cash received.

15. Perform related duties and responsibilities as required.


QUALIFICATIONS
Office Specialist I
Knowledge of:

Basic office procedures and methods.
Basic principles and techniques of filing and record keeping.
Basic principles and procedures of record keeping, maintenance, retention and
retrieval.
English usage, spelling, grammar and punctuation.
Basic mathematical principles.

Ability to:
Perform a variety of general clerical work.
Learn to independently prepare correspondence.
Learn methods and techniques of receiving, sorting and distributing mail.
Store, maintain and retrieve a wide variety of active and inactive District records, information and files.
Ensure adherence to established records retention guidelines.
Learn to research and interpret technical documents including blueprints and parc books.
Type or enter data at a speed necessary for successful job performance.
Maintain accurate and complete records.
Learn to operate a variety of office equipment including a computer, copy machine
and adding machine.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the
course of work.

Experience and Training Guidelines

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:

Experience

One year of general clerical experience is desirable.

Training

Equivalent to the completion of the twelfth grade.

License or Certificate

Possession of, or ability to obtain, an appropriate, valid driver's license may be required with determinations made on a case by case basis at the time of job posting.

Office Specialist II

In addition to the qualifications for Office Specialist 1:

Knowledge of:

Modern office procedures, methods and equipment including computers.
Principles and procedures of record keeping.
Principles and procedures of record keeping, maintenance, retention and retrieval.
Methods and techniques of receiving, sorting and distributing mail.

Ability to:

Operate a variety of office equipment including a computer and related software,
copy machine and adding machine.
Independently prepare correspondence.
Research and interpret technical documents including blueprints and parcel books.
Respond to requests and inquiries from the general public.

Experience and Training Guidelines

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:

Experience

Two years of responsible clerical experience at a level comparable to the Office Specialist I.

Training

Equivalent to the completion of the twelfth grade.

License or Certificate

Possession of, or ability to obtain, an appropriate, valid driver's license may be required with determinations made on a case by case basis at the time of job posting.

WORKING CONDITIONS

Environmental Conditions

Office environment; exposure to computer screens.