Office Specialist - Banning, United States - City of Banning

Description

Description:


JOB PURPOSE/SUMMARY
Under close supervision, performs a variety of duties associated with providing clerical support to an assigned department or division.

ABOUT THE CITY OF BANNING
The City of Banning is located in the San Gorgonio Pass area of Southern California. The community of over 30,000 people is diverse with income levels slightly lower than other areas of Riverside County. However, growth and development is occurring rapidly, which will create new jobs, increase the population and raise income levels.

Our employees are the most important asset in preserving our Proud History, Creating a Prosperous Tomorrow, and in responding to the community's needs.

The City provides competitive salaries, outstanding benefits and professional growth opportunities.

CITY VISION

The City of Banning promotes and supports a high quality of life that ensures a safe and friendly environment, fosters new opportunities and provides responsible, fair treatment to all and is the pride of its citizens.

CORE VALUES

• Integrity: We are ethical, accountable and compliant with our responsibility to the public and community.
• Yes-Minded: We recognize diversity and maintain a positive attitude to do all we can to serve the community in the safest and most responsible manner.

PERFORMANCE EXPECTATIONS
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Teamwork: Demonstrates ability and willingness to work collaboratively with a team.
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Communication: Communicates effectively with peers, supervisors, subordinates, and individuals to who service is provided.


Examples of Duties:

Essential Functions

• Answers phone calls and greets visitors. Provides information to customers.
• Distributes applicable forms for assigned department or division. Schedules appointments for department staff.
• Distributes outgoing and incoming mail.
• Types draft letters, memos, forms, informational material and correspondence.
• Schedules meetings.
• Researches and gathers information for reports according to assigned area.
• Generates applicable department reports.
• Processes bills and purchase orders.
• Maintains electronic and paper files for assigned department or division.
• Performs basic bookkeeping for assigned department or division.
• Performs data entry.
• Prepare reports on budget expenditures and other department services.
• May monitor department budget.

Knowledge of:

• City organization, operations, policies and procedures. Knowledge of customer service techniques and principles.
• Organization and hierarchy of applicable city departments and divisions.
• Division of city, county, state and Federal organizational hierarchy.
• Applicable City statutes, rules, policies, procedures, regulations, ordinances, codes, administrative orders and other operational guidelines and directives.
• File and records management principles and workflow procedures.
• Use of office supplies and equipment.
• Correct English usage, grammar, spelling, punctuation and vocabulary.

Ability to:

• Establish and maintain effective working relations with coworkers, staff, vendors, contractors, visitors, the general public and others having business with the City of Banning.
• Organize and prioritize multiple tasks and demands.
• Assess and prioritize multiple tasks, projects and demands.
• Support and model the identified vision, values and behaviors of the organization.
• Establish and maintain effective working relationships.
• Operate a personal computer utilizing a variety of standard and specialized software.
• Communicate effectively both orally and in writing.

Typical Qualifications:

A high school diploma or GED AND two (2) years of secretarial or office administration. Experience in public agency highly desirable. Intermediate to Advanced skills in Microsoft Excel, Word, and Publisher highly desirable.


Supplemental Information:


WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.


PHYSICAL REQUIREMENTS

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to walk, sit, talk, and hear.

The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms.

The employee is occasionally required to climb, balance, stoop,
kneel, crouch, or crawl.

The employee must regularly lift and/or move up to ten (10) pounds, frequently lift and/or move up to twenty-five (25) pounds.

Specific vision abilities required by this job include close vision, color vision, and t