POSITION WILL CLOSE AFTER RECEIPT OF THE FIRST 150 APPLICATIONS OR SEPTEMBER 2, 2026 WHICHEVER OCCURS FIRST
Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.
DEFINITION:
Under general supervision, learns to perform and performs a variety of general and routine clerical duties in support of an assigned function; assists the public at the counter and on the phone with City policies, complaints, and questions; writes a variety of correspondence; performs other duties as assigned.
DISTINGUISHING CHARACTERISTICS:
Office Specialist I
The Office Specialist I is the entry-level class in the office specialist series that allows the incumbent to develop journey level knowledge and abilities. Initially, under immediate supervision, incumbents perform the more routine clerical support duties while learning City policies and procedures. As experience is gained, there is greater independence of action within established guidelines. This classification is distinguished from the next higher level classification of Office Specialist II by the performance of work requiring a lesser degree of general and routine clerical knowledge.
Office Specialist II
The Office Specialist II is the journey level classification responsible for a wide variety of minute input and general and routine clerical support duties for an assigned area. Incumbents are expected to independently perform the full scope of assigned duties. This class is distinguished from the next higher classification of Office Specialist III in that the latter is responsible for more complex office and customer service duties and requires specific program knowledge.
SUPERVISION RECEIVED/EXERCISED:
Office Specialist I
Receives immediate supervision from a higher level class as designated by assigned area. Incumbents in this class do not routinely exercise supervision.
Office Specialist II
Receives general supervision from a higher level class as designated by assigned area. Incumbents in this class do not routinely exercise supervision.
ESSENTIAL FUNCTIONS: (include but are not limited to the following)
- Performs clerical duties in support of an assigned function, including typing, copying, filing, and faxing a number of documents; assists the public with questions on the phone and at the counter; answers and/or refers complaints to the correct department or agency.
- Provides information within the area of assignment; directs the public to the appropriate department; responds to public inquiries in a courteous manner; explains assigned program areas to the public; provides proper documents and resource references as required; registers the public for parks and recreation programs; assists customers filling out a variety of permit applications; schedules inspections for the home rehabilitation program.
- Prepares a variety of documents and forms, including general correspondence, mailing lists, logs, reports, agenda packet materials, and memoranda; sorts and distributes mail; arranges bid openings.
- Schedules meetings and appointments; maintains a calendar; schedules rentals and reservations for City facilities, parks, and fields; collects a variety of fees and prepares deposits; processes loan servicing inquiries; collects timesheets for payroll.
- Prepares demands for payment and service order reports; processes invoices for payment; monitors and purchases office supplies.
- Acts as a liaison with contractors, vendors, and class instructors.
- Establishes positive working relationships with representatives of community organizations, State/local agencies, City management and staff, and the public.
OTHER DUTIES: (include but are not limited to the following)
- May attend meetings and take/prepare meeting minutes.
- May relieve other department staff during breaks and lunch.
- May provide assistance and oversight to part-time staff and volunteers.
- May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.
- Performs other related duties as required.
PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.
Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)
Education and/or Experience:
Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for an Office Specialist I/II. A typical way of obtaining the required qualifications is to possess the equivalent of:
Office Specialist I
A high school diploma or equivalent.
Office Specialist II
In addition to the above, one year of clerical experience equivalent to that of an Office Specialist I in the City of Whittier.
License/Certificate:
Possession of, or ability to obtain, a valid class C California driver's license.
KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS's necessary to perform essential duties of the position. The level and scope of the knowledge and abilities listed below vary between the I and II levels.)
Knowledge of:
Standard office and clerical policies and procedures; filing systems; specified computer applications involving word processing, data entry, database access, and/or standard report generation; business arithmetic; basic principles of mathematics; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; and occupational hazards and standard safety practices.
Ability to:
Provide general clerical support to a specialized work unit; use applicable office terminology, forms, documents, and procedures in the course of the work; maintain accurate office files; compose correspondence and documents; meet critical deadlines; deal successfully with the public, in person and over the telephone; courteously respond to community issues, concerns, and needs; interpret, explain, and apply applicable laws, codes, and regulations; read, interpret, and record data accurately; organize, prioritize and follow up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue, and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships.
Skill to:
Operate standard office equipment, including a computer and variety of word processing and software applications.
Medical:
Applicants will be required as a prerequisite to employment to successfully pass a
physical examination, including a drug screen, the cost of which will be paid by the City.
Selection/Exam Process: The person selected will be expected to perform all the functions of the position. Based on a review of the applications and the supplemental applications received, the candidates appearing to be the most qualified and meeting the City's particular needs will be invited in writing to the exam process. A candidate must achieve a passing score on each exam to proceed to the next exam.
Exam Information: (Dates to be determined.)
Panel Oral Interview: 100%
The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.
