Job Description

ROLE: OFFICE SPECIALIST I

LOCATION: SAN JOSE, CA

TYPE: PART-TIME 20-25 HOURS A WEEK

DEFINITION

To perform a variety of administrative duties in support of an assigned District office; to receive and respond to external 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 tasks relative to assigned area of responsibility.

DISTINGUISHING CHARACTERISTICS

OFFICE SPECIALIST I

This is the entry level class in the Office Specialist series. Employees have only limited or no directly related work experience. This class is distinguished from the Office Specialist II by performing the more routine tasks and duties assigned to positions within the series under immediate supervision while learning to perform the full range of responsibilities as assigned. Advancement to the "II" level is based on demonstrated proficiency in performing the assigned functions, and is at management’s discretion.

SUPERVISION RECEIVED AND EXERCISED

OFFICE SPECIALIST I

Receives immediate supervision. Employees within this class work in the presence of their supervisor or in a situation of close control and easy reference. Work assignments are given with explicit instructions or are so routine that few, if any, deviations from established practices are made without checking with the supervisor.

TYPICAL DUTIES

The duties specified below are representative of the nature and level of duties assigned to this class and are not intended to be an inclusive list. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position. Management reserves the right to add, modify, change, or rescind the work assignments of different positions.

1.            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.

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

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

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

5.            Store, track, monitor, maintain, and retrieve a wide variety of active and inactive District print and electronic document and database records, information and files; purge and destroy according to retention schedules.

6.            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.

7.            Analyze, code and organize records or files, may be in a variety media forms; ensure all records or files comply with legal requirements and copies are available for litigation and subpoenas.

8.            Research, assemble and maintain engineering drawings, parcel books, permit tracking systems, and other assorted materials or data bases to provide information for special projects, to the public, real estate agencies, or other private companies.

9.            Receive, screen, sort, and deliver District mail including packages, supplies, and other materials; prepare and meter outgoing mail and special packages; transmit, receive, and maintain logs of fax communications for all District divisions.

10.          May collect cash and issue receipts; balance cash received.

11.          Operate a variety of standard office equipment and software applications.

12.          Employees have a responsibility for safety; for following safety regulations and safety policies and procedures applicable to their work.

13.          Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law.

14.          Perform related duties and responsibilities as required.

QUALIFICATIONS

The level and scope of the knowledge, skills and abilities listed in this section are related to the job duties as defined under Distinguishing Characteristics.

OFFICE SPECIALIST I

Some Knowledge of:

1.    Best practices for office procedures, methods, and equipment.

2.    Principles and procedures of record keeping, file maintenance, retention, and retrieval.

3.    Common desktop applications and software as well as specialized software related to the work.

4.    Mathematical principles.

5.    English usage, spelling, grammar, and punctuation.

Ability to:

1.    Learn a variety of general administrative work.

2.    Learn to independently prepare correspondence.

3.    Learn to receive, sort, and distribute mail.

4.    Learn to store, maintain and retrieve a wide variety of active and inactive District records, information and files.

5.    Learn to adhere to established records retention guidelines.

6.    Learn to research and interpret items such as documents and parcel books.

7.    Learn to maintain complete records.

8.    Learn to use a variety of office equipment.

9.    Communicate clearly and concisely, both orally and in writing.

10.  Type at a speed necessary for successful job performance.

Training and Experience Guidelines

The following combination represents the minimum training and experience requirements for this classification:

Training

Equivalent to the completion of the twelfth grade.

Experience

One (1) year of administrative support experience.

License or Certificate

Possession of, or ability to obtain, an appropriate, valid California driver’s license.