Office Specialist II

Join Our Team as an Office Specialist!The first 50 applicants will be reviewed on 4/1/26Step into a role where your organizational talent truly matters. Our Building Department is seeking an Office Specialist II who thrives in a collaborative environment, enjoys being part of a supportive and engaged staff, and appreciates the inspiration that comes from working in a beautiful seaside city.Under general supervision, the Office Specialist II will perform a wide variety of responsible administrative and clerical work in support of our Building Department; to type and proofread a variety of documents and correspondence; to perform a variety of administrative, budgetary and research functions; and to provide information and assistance to members of the public regarding division policies and procedures.DISTINGUISHING CHARACTERISTICSThis is the journey level class 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 working more independently and assuming responsibility for assigned projects. Employees at this level receive instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.Essential and other important responsibilities and duties may include, but are not limited to, the following:Prepare, type, word process and proofread a variety of documents including general correspondence, agendas, minutes, public hearing notices, affidavits, reports, memoranda, and statistical charts from rough draft or verbal instruction.Prepare division invoices for payment; resolve billing problems; update and distribute bid specification packages; complete credit applications and maintain contract files.Record and monitor revenue and expenditures; submit budget recommendations.Maintain payroll information; process timecards; record absence requests, vacation and overtime; track employee work schedules; update personnel records; type employee evaluations; provide orientations to newly hired employees regarding division practices and procedures.Update and maintain a variety of complex records and files, including confidential personnel files; retrieve files for staff as necessary; scan documents; and coordinate and track the scanning of documents as a part of the department document imaging and retrieval process.Maintain division calendars, and schedule and coordinate meetings, meeting rooms, and interviews.Purchase and maintain inventory of division office supplies, publications, and equipment; prepare other divisional purchase orders and warrants; maintain professional service agreements.Maintain logs, records, and reports; verify accuracy and record information and research discrepancies; photocopy, assemble, and distribute documents.Respond to public inquiries from members of the public, city staff, or representatives from outside agencies provide information within the area of assignment; and resolve complaintsOperate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.Receive, sort and distribute incoming and outgoing mail.Update and maintain various divisional policy manuals.Knowledge of:Basic business letter writing and basic report preparation techniques.Office administrative policies, division procedures, and contact requirements.Customer service practices and techniques.Modern office practices, processes, workflow, and equipment.Modern office computer software applications, including word processing, spreadsheet, database, presentation, and project management, application programs.Purchasing, filing, and record keeping procedures, methods, and techniques.Basic math and accounting methods, techniques, and concepts.Ability to:Compile, verify, and use information from department and division databases.Organize, coordinate, and complete tasks and assignments to meet scheduled deadlines.Multi-task to complete work assignments in an effective and timely manner, while working in a busy office setting with shifting priorities and frequent interruptions.Read, understand, interpret. apply and explain administrative policies and procedures, as well as City rules and regulations.Compile and maintain files, records, and reports in an accurate, complete, and timely manner.Maintain the confidentiality of records and reports.Operate modern office equipment, including personal computer, printer, scanner, telephone, calculator, copier machines, and binding equipment, in a safe and effective manner.Perform routine mathematical calculations.Maintain tact and courtesy in a moderately stressful environment; and resolve complaints or problems in an effective and timely manner.Respond to requests and inquiries from members of the general public, city staff, or members from outside agencies in a courteous and timely manner.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 office, clerical, or administrative support experience with an agency, company, or organization OR one year of experience as an Office Specialist I with the City of San Clemente.Education/Training:Equivalent to the completion of the twelfth gradeWORKING CONDITIONSWork Environment:Office environment.Physical Requirements:Work is performed in an indoor office environment, requiring extensive sitting for prolonged periods of time; and some frequency of standing and walking.Moderate lifting, carrying, pushing, and/or pulling of boxes and files.Stooping, kneeling, crouching, and/or crawling to access files.Manual dexterity to operate a computer keyboard and other modern office equipment; and handle files and documents.Hearing and speaking to exchange information in person or on the telephone.Visual acuity to see/read documents and computer screen.APPLICATION AND SELECTION PROCEDUREAll applicants must submit a completed City of San Clemente application form and supplemental questionnaire in order to be considered. Applications will not be accepted by fax or email.Applications must be submitted via the City's web site at http://san-clemente.org/jobs. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of written, performance, or oral exams to evaluate the applicant's skill, training, and experience.Prior to employment, the prospective candidate must successfully complete a background review, medical examination, including drug screen, and be fingerprinted, all at City expense. If selected, written identification showing entitlement to legally work in the United States will be required.EQUAL OPPORTUNITY EMPLOYEREmployment decisions are made without regard to race, color, religion, national origin, ancestry, physical or mental disability, medical condition, marital status, sex, sexual orientation, pregnancy, childbirth, or related medical conditions, gender, gender identity, gender expression, genetic information, or age.In accordance with the ADA, candidates that require accommodation to perform the tasks of this position should contact Human Resources to inform them of the accommodation requested.NOTE: The provisions of this bulletin do not constitute an express or implied contract and any provisions contained herein may be modified or revoked without notice.