The City of Laguna Beach is accepting applications for the position of Office Specialist. This is a full-time benefited position, and the current opening is in the Community Development Department's Code Enforcement Division.
Laguna Beach: With seven miles of City beaches and towering hills with captivating Pacific views, Laguna Beach residents enjoy some of the most stunning landscape in Southern California. Laguna Beach hosts millions of visitors to its world famous arts festivals and beautiful beaches. Services provided to its resident population of approximately 24,000 include police, fire, marine safety, recreation, parks, public works, community development, parking, transit and animal control.
The Department: The Community Development Department is organized into five divisions - Administration, Zoning, Building, Planning, and Code Enforcement. Some of the Code Enforcement Division's major initiatives include:
View Preservation and Restoration Enforcement
Short-term Lodging Enforcement
Positive Public Relations - Education and Voluntary Compliance
The Position: The Office Specialist reports directly to the Code Enforcement Supervisor or their designee, and performs general office duties in support of the Code Enforcement Division.
An Ideal Candidate Will Possess:
Excellent customer service, organizational, and computer skills.
The ability to keep vital records of enforcement activities in a safe and organized manner.
The ability to balance a diverse workload and shifting priorities.
Ideal Office Specialist Competency Profile:
Building Positive Working Relationships
Obtaining Facts and Data Pertaining to Issues or Questions
Engaging Effectively in Dialogue and Communicating Effectively in Writing
Engaging Others for Input, Contribution and Shared Responsibility for Outcomes
Presenting Self as a Positive Representative of the Organization
The Application Process: This position will remain open until July 24, 2019 at 11:59 PM. A review will occur afterwards and selection testing will be scheduled if a reasonable number of highly desirable applications are received. Note: This recruitment may be used to fill other Office Specialist vacancies throughout the City.
If additional submissions are desired this recruitment will re-open. A completed City online application is required for submission to be considered.
Applications will be screened carefully and selected applicants will be invited to undergo an interview evaluation of their knowledge, skills and abilities. Additional job-related skills testing may be used to assess an applicant's ability to perform successfully in this position. The candidates who pass each component will be placed on an employment eligibility list. The appointing hiring authority will further review the job-related qualifications of those deemed eligible for hire before making selection decisions.
A candidate selected for this position must successfully complete a thorough reference check/employment verification, background investigation including a fingerprint check, and a pre-employment medical exam including drug testing.
Examples of Duties
The position of Office Specialist is staffed in most City departments. Assigned duties vary in character from position to position and bear a direct relationship to the functions of the department where the position is located. Employee competence and familiarity with departmental activities, including considerable knowledge of departmental procedures, policies and regulations are required.
Performs general office and departmental duties as required and assists department staff as needed.
Processes a variety of forms, permits and other paperwork, including in some cases, departmental monies.
Maintains filing systems, answers phones and operates standard office equipment.
Compiles, tabulates and checks statistical data.
Completes forms, prepares purchase orders and claim vouchers.
Maintains effective working relationships with vendors.
Handles citizen complaints.
Provides the public with information related to the areas of responsibility of the department.
Any combination demonstrating the ability to effectively and successfully perform the duties of the position is considered qualifying. A typical combination is as follows:
Graduation from high school or the equivalent and at least one year of responsible experience in general clerical work, including experience with basic filing and computer operations. Additional education or coursework is highly desired.
License/Certificate Requirements: Due to the performance of some field duties, which may require the operation of a personal or City vehicle, a valid California Driver's license and an acceptable driving record are required.
Knowledge of: public relations skills; modern office practices and procedures; file maintenance and record keeping systems; operation of general office equipment, including a personal computer using Windows based software for word processing, spreadsheets, and databases; basic math and cash handling; appropriate business writing utilizing correct English grammar and spelling.
Ability to: effectively multi-task and maintain effective organization of multiple projects and assignments in a busy office environment with frequent interruptions; type accurately at a corrected speed of 35 words per minute (net); understand and carry out written and verbal instructions; ability to learn and understand pertinent procedures and functions quickly as related to division and department operations; perform under minimal supervision exercising appropriate judgment and decision making; work effectively under pressure; maintain effective and cooperative working relationships with those encountered in the performance of duties, including the general public. Requires the ability to learn the operations of the department where assigned and to increase proficiency in the area of specialization.
Physical, Mental and Environmental Working Conditions: The duties and responsibilities of this position are performed in an office environment and involve sitting, standing, and walking for prolonged or intermittent periods of time, and include reaching, bending, and twisting at the waist to perform desk work and operate general office equipment including a personal computer with keyboard for prolonged or intermittent periods of time. The operation of a personal computer requires finger and wrist dexterity and the ability to withstand exposure to vibration, pitch and glare from the computer. Employee must be able to safely lift and carry books, files and reports weighing up to 25 pounds. The incumbent must be able to lift files and reports from counter tops or file drawers and withstand exposure to vibration, pitch and glare from a computer. The employee must communicate effectively both verbally and in writing. The incumbent must be able to work cooperatively and effectively with others encountered during the course of duty.
FLSA Designation: Non-exempt