Office Specialist II - Anaheim, United States - City of Anaheim, CA

Description

Salary : $44, $56,451.20 Annually

Location : City of Anaheim, CA

Job Type: Full Time

Job Number:

Department: Convention, Sports & Entertainment

Opening Date: 05/06/2024

Closing Date: 5/20/2024 5:00 PM Pacific

Description

The Anaheim Convention Center is owned and operated by the City of Anaheim and hosts 300 events each year, welcoming approximately 1.1 million visitors annually. Our mission is to provide a versatile, first-class venue, reflecting the Pride of Anaheim that offers people throughout the world an opportunity to learn, interact, and exchange ideas.

We are seeking an Office Specialist II to join in our mission by assisting the Operations Department Admin Support Staff. This position will be a representative for the division supporting internal and external customers, while also coordinating with partners and various internal departments.

Ideal candidates will:

• Possess excellent customer service and interpersonal skills
• Be detail-oriented
• Exhibit honesty, integrity, and a strong work ethic
• Exercise good independent judgement
• Keyboard at a net corrected speed of 40 words per minute from clear copy.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

• Depending upon area of assignment, responsibilities and duties may include, but are not limited to the following:
• Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit.
• Maintain radio communication with field personnel.
• Type forms, schedules, reports, lists, general correspondence, manuscripts, charts, graphs, contracts and statistics.
• Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence.
• Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information.
• Compose routine correspondence.
• Proofread materials for clerical accuracy and spelling.
• Copy, collate, staple and otherwise bind a variety of materials.
• File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval.
• Research readily available information requiring some interpretive judgment and tally and compile information for reports using a computer, typewriter or related software.
• Maintain records of the unit concerning purchases, budget accounts and inventory; requisition office supplies.
• Maintain records of staff attendance and absences; compile and submit periodic reports for payroll purposes.
• Receive, open, date stamp and distribute incoming mail and processes outgoing mail.
• Maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit; check and compare records and documents for accuracy.
• Make routine mathematical calculations.
• Maintain calendars and schedules of appointments, meetings, room use, equipment use and events.
• Perform related duties and responsibilities as required.

Qualifications

Experience: Performing varied journey-level clerical work.

Knowledge of: Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods.

Ability to: Keyboard at a net corrected speed of 40 words per minute from clear copy; learn to efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.

License/Certification Required: Some work assignments may require possession of a valid California Class C driver's license
Supplemental Information

IMPORTANT APPLICATION INFORMATION AND INSTRUCTION
Applications will be accepted until Monday, May 20, 2024 at 5:00PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline.
The selection process may consist of a minimum of skills examination and oral interview.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

Equal Opportunity Employer

The City of Anaheim offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.

To view the current benefits summary, visit:

For additional information about the City's benefits, visit:

RETIREMENT BENEFITS - The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.

Note: Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.

To view the current limits and additional CalPERS information, visit:

01

Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions. Failure to fully detail all experience or stating experience in response to the Supplemental Questions but not listing the experience in the application, copy/pasting information, or responses referring to your resume may eliminate you from consideration. Do you understand this requirement?

• Yes
• No

02

This position requires a typing speed of 40 net corrected words per minute (WPM). In order to satisfy this requirement, candidates can provide a typing certification. Typing certifications can be obtained from such resources as employment assistance agencies, Workforce Development Centers, colleges/universities, adult schools, and temporary staffing agencies. The typing assessment must be proctored in-person and not be from an online/internet test. The following information must be on the certificate: 1: Your name 2: The name of the issuing agency, the proctor's name, and contact details for verification 3: The date of the test taken (must be within 1 year) 4: The length of the test (must be at least a 5 minute test) 5: The result must indicate net corrected typing speed of 40 WPM or higher Do you confirm that you understand this requirement?

• Yes
• No

03

Do you have experience scheduling part-time and full-time staff?

• Yes
• No

04

If you indicated you have experience in the previous question, please indicate where and when you received this experience. If you have no experience in this area, please type N/A. Please note all answers will be verified with your application.

05

Please check all of the Microsoft Office applications you are proficient in:

• Outlook
• Word
• Excel
• None of the above

06

Please describe typical functions that you have performed with the following Microsoft Office applications: Outlook, Word, and Excel. If you have no experience in this area, please type N/A.

07

How many years of experience do you possess performing responsible record keeping, report preparation assignments, answering/screening phone calls, and other clerical work?

• I do not have this experience.
• Less than one year
• At least one year but less than 2 years
• At least 2 years, but less than 3 years
• At least 3 years or more

08

If you indicated you have experience in the previous question, please indicate where and when you received this experience. If you have no experience in this area, please type N/A. Please note all answers will be verified with your application.

09

Do you possess any customer service experience?

• Yes
• No

10

Please describe your customer service experience. Please include your job title(s), employer's name(s), and dates of employment for work experience mentioned. If you have no experience in this area, please type N/A.

Required Question