office specialist ii - Temecula, CA, United States - City of Temecula, CA

Description

Salary: $ $31.04 Hourly

Location : City of Temecula, CA

Job Type: Part-time Regular

Job Number:

Department: Information Technology

Division: Support Services

Opening Date: 04/30/2024

Closing Date: 5/7/2024 11:59 PM Pacific

The City of Temecula is an Equal Opportunity Employer.
Position Description

DESCRIPTION:
The Information Technology Department, Support Services Division is hiring a part-time Office Specialist II. This position serves as the City Hall Receptionist and is the initial point of contact for residents visiting or calling the City. The ideal candidate will be an experienced customer service-oriented individual that will greet visitors, answer phones, and assist customers in attaining appropriate City services. In addition, this position is responsible for answering questions, document creation and preparation, report writing and reviewing, resource scheduling, research, general clerical functions, and other similar duties. The ideal candidate must be committed to excellent customer service, and have experience in a clerical setting answering multi-line phones and greeting customers. Applicants must have experience using the Microsoft Office Suite of products (Word, Excel, PowerPoint, and Outlook) and have basic knowledge of City government operations.

Please Note: The current vacancy is a part-time position. The anticipated work schedule is Monday - Friday from 12:30 p.m. to 5:00 p.m.

DEFINITION

Under direct supervision, performs a variety of routine clerical duties to support the operations of the assigned department.

DISTINGUISHING CHARACTERISTICS

The Office Specialist II is the Entry level classification in the Administrative series. The employee performs a full range of general clerical support functions. The Office Specialist II is distinguished from the Office Aide by the level of responsibility assumed and the complexity of duties assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from the Director of their designated department or his/her designee.

No supervision is exercised.

Examples of Duties

Duties may include, but are not limited to, the following:

• Greets and receives visitors and answers incoming calls; answers routine questions and provides basic departmental information; distributes forms, permits and informational materials; routes or directs individuals to supervisors, staff members or external agencies as appropriate
• Prepares a variety of documents in draft and final form from written or oral instructions, including basic letters, forms, charts and summary reports; reviews and proofreads a variety of written documents and records for completeness, accuracy and correct grammar, spelling and punctuation, including correspondence, timesheets, invoices and requisitions
• Enters requisitions for purchase orders, budget transfers, and payments; follow through to ensure correct and timely completion
• Records, files and maintains information and alphanumeric data; compiles and prepares basic reports regarding departmental activities by researching, compiling and summarizing information contained in various sources such as paper and electronic files, database software, correspondence and notes
• Schedules conference rooms and facilities for meetings and events; registers participants in classes and sports programs; collects and processes fees; issues receipts, permits and contracts
• Creates, labels and maintains electronic and paper filing systems; scans, files, maintains, purges and archives correspondence, records and other written documents
• Opens, sorts and distributes incoming mail; prepares letters and informational materials for outgoing mail
• Prints documents and makes photocopies; compiles, prepares and organizes documents for mailing, distribution and use by department staff
• Orders and maintains inventory of departmental supplies; processes invoices for payment; creates and processes purchase orders
• May provide assistance with department software operation and troubleshooting
• Provides backup support to other staff
• Prepares and writes a variety of reports and documentation, including detailed Risk Management incident reports
• Performs other duties of a similar nature

Minimum Qualifications

EDUCATION AND/OR EXPERIENCE

High School Diploma or equivalent; and one (1) year of increasingly responsible experience performing general clerical duties.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of:

• Objectives, programs, policies and procedures of the assigned department
• Principles and procedures of record keeping and reporting
• Occupational hazards and safety measures appropriate to work performed

Skill to:

• Operate various types of standard office equipment, including a personal computer, tablet and related software
• Operate a motor vehicle in a safe manner

Ability to:

• Understand and apply departmental policies and procedures
• Establish and maintain courteous, cooperative, and effective working relationships with those encountered in the course of work
• Maintain professionalism, courtesy and composure at all times, including stressful situations, and handle disputes and complaints in a calm manner
• Prepare and maintain accurate and precise written documents such as reports, records, forms and correspondence
• Understand and follow oral and written instructions
• Communicate clearly and concisely, orally and in writing
• Use proper English, spelling, grammar and punctuation
• Perform basic arithmetic computations with speed and accuracy
• Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines
• Effectively handle multiple priorities and organize workload
• Work independently and efficiently
• Serve as emergency services worker in the event of an emergency

LICENSES AND/OR CERTIFICATES

Possession of a valid California Class C driver's license and an acceptable driving record.

SPECIAL REQUIREMENTS

Satisfactory results from a background investigation and administrative screening. The administrative screening may include a pre-employment drug screening for positions which are designated as safety sensitive or security sensitive, including but not limited to being responsible for the care and custody of children and operating heavy equipment.

May be required to occasionally work outside of regular work hours (e.g. evenings, holidays and weekends).

Supplemental Information

WORKING CONDITIONS & PHYSICAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and sit; talk or hear both in person and by telephone; use hands to finger, handle, feel or operate equipment needed to carry out duties of the position; and reach with hands and arms. The employee frequently stands or walks, and lifts and moves records and documents or objects weighing up to 50 pounds alone, and up to 100 pounds with assistance. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

The employee is regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, customers, vendors, contractors, and the public.

The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 50 decibels.

This recruitment will establish an eligibility list which may be used to fill future vacancies in the same classification or below in the same classification series for both project and authorized positions.
PLEASE NOTE: If you are a CalPERS annuitant, please be advised that this position does not meet the statutory criteria for post-retirement employment because the incumbent will be performing regular staff duties for an undetermined duration. Employment in this capacity would require you to rescind your retirement and reinstate as a current member of CalPERS.

SUPPLEMENTAL INFORMATION:
Flexibly Staffed: Yes
FLSA Status: Non-Exempt
Conflict of Interest: Not Required
Department: Various
Bonding Required: No

The City of Temecula is an Equal Opportunity Employer.

Benefit Summary for Part-Time Represented Employees

Part-time represented employees enjoy a generous allotment of $1,200 per month to purchase a variety of benefit options detailed below.

City Contributions
The City provides a Health Flex Contribution (HFC) of $600 per month that may be used for enrollment in the City's health, dental, or vision insurance, or a health flexible spending account. Any unused portion of the HFC will be forfeited.

The City also provides a Cafeteria Allotment that may be used to pay premiums for health, dental, vision, mandatory group life and disability insurance, and health or dependent care flexible spending accounts. The Cafeteria Allotment is $1,200 and prorated for part-time employees based on their full-time equivalency. For example, an employee in a .5 position would receive $600 per month. Any unused cafeteria allotment will be paid to the employee as taxable income.

Health Insurance
The City's health plans are administered by CalPERS. We offer a variety of health plans, including HMOs and PPOs.

Dental Insurance
Dental coverage is offered through MetLife. Employees have the option of HMO or PPO plans with rich benefits at competitive rates.

Vision Insurance
EyeMed provides the City's vision plan. In addition to extensive coverage at a low rate, EyeMed partners with service providers and retailers throughout the region.

Life and AD&D Insurance
All City employees are required to enroll in a basic life and AD&D group policy in the amount of $50,000. Additional life insurance is also available for employees and their family members.

Short- and Long-Term Disability
All City employees are required to enroll in short- and long-term disability insurance. This insurance pays 2/3 of the employee's wages if the employee is off work due to an illness or injury outside of work.

Flexible Spending Accounts
The flexible spending accounts provided by the City allow you to pay for certain health and dependent care expenses with pre-tax dollars.

Supplemental Plans
Supplemental plans through Aflac can help you bridge the gap in your existing health insurance. Plans include Accident Indemnity, Hospital Indemnity and Critical Illness Protection.

Retirement
Authorized employees are enrolled in the California Public Employees Retirement System (CalPERS). The City offers the following retirement plans depending upon eligibility:

Classic Tier 1 Members:
This category applies to employees hired by the City of Temecula before 9/24/11. The retirement formula is 2.7% @ 55 with an 8% employee contribution; however, the City pays 5% of the employee's contribution.

Classic Tier 2:
This category applies to employees hired by the City of Temecula on or after 9/24/11, and are considered The retirement formula is 2% @ 60 with a 7% employee contribution; however, the City pays 4% of the employee's contribution.

PEPRA Members:
This category applies to employees who are hired by the City of Temecula after 1/1/13 and are new to CalPERS membership. The retirement formula is 2% @ 62 with a 7.25% employee contribution.

Deferred Compensation Plans
The City partners with both MissionSquare and Nationwide Retirement Solutions to provide you with additional options to fund your retirement.

Comprehensive Annual Leave (CAL)
The City encourages work/life balance. We offer paid Comprehensive Annual Leave (CAL) that can be used for rest and relaxation, personal business or personal/family illness.

Holidays
The City observes 12 paid holidays each calendar year, plus one floating day. Part-time City employees receive a proration of the 13 paid holidays each calendar year based on their schedule.

Bonding Leave
The City believes bonding with a new child is vitally important for families. Employees are provided up to eight weeks of bonding leave for the purpose of bonding with their child in connection with birth, adoption, or foster care placement. Bonding leave is paid at the rate of 2/3 of the employee's base salary and may be used for up to one year following the birth, adoption or foster care placement.

Tuition Reimbursement
The City offers Tuition Reimbursement of up to $1,500 per fiscal year for job related education or training that will benefit the employee in their position.

Computer Loan Program
After one full year of employment, the City provides employees with an interest-free loan of up to $2,000 to purchase a personal computer, iPad, or similar computer tablet device.

01

Do you possess a High School Diploma or equivalent?

• Yes
• No

02

Do you have one (1) year of general clerical experience?

• Yes
• No

03

Do you possess a valid California Class C driver's license and an acceptable driving record?

• Yes
• No

04

How many years experience do you have working in an administrative or reception type position?

• No Experience
• 1 - 2 Years
• More than 2 Years

05

Please describe your role and duties as it relates to your administrative or reception experience.

06

Do you have experience working with a multi-line phone system?

• Yes
• No

07

If you answered yes to the previous question, please describe the position and call volume.

08

Do you have experience working in a Government/ Public Sector environment?

• Yes
• No

09

Please describe your experience working in a Government/Public Sector environment.

10

Please select your level of experience using the Microsoft Office Suite (Word, Excel & PowerPoint).

• No Experience
• Basic (create letters, simple worksheets, edit and modify documents)
• Intermediate (Insert & delete, add columns & use templates, format charts & group data)
• Advanced (Create drop down lists, pivot charts, revise document & Mail merge)

11

How many years experience do you have working in a customer service related field?

• No Experience
• 1 - 2 Years
• 3 - 4 Years
• More than 4 Years

12

Please describe a situation where you provided excellent customer service.

Required Question