THE POSITION
With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.
This position is within the Department of Public Works, Development Engineering division. The Senior Office Specialist will support both administrative and technical functions of the group. Examples of task responsibilities include but are not limited to ordering supplies, setting up/organizing large meetings, running financial reports, and tracking contracts. This position requires coordination with City staff throughout the organization as well as external customers, typically via phone and email, but also in person as needed.
IDEAL CANDIDATE STATEMENT
The ideal candidate will have experience providing administrative support to a moderate-sized group of approximately 20 staff or more. They should thrive in a fast-paced environment and have the ability to juggle multiple tasks that vary from day-to-day. The ideal candidate will be very organized, able to follow up on outstanding items without reminders from supervisor, accountable for meeting deadlines, detail-oriented, and adept at changing priorities.
Under general supervision, provides a variety of responsible and difficult office support activities to an assigned City department/division/section/unit, which may include word processing, data entry and organization, receipt of payments, processing of invoices, record-keeping, report preparation, and filing; may lead, plan, assign, direct, train, and review the work of lower-level staff; administers assigned department/division/section/unit projects and/or programs; provides information and assistance to the general public; and performs related work as required.
DISTINGUISHING CHARACTERISTICS
This is the advanced journey-level of the Office Specialist series. This class is distinguished from the Office Specialist by the difficulty and complexity of work performed and/or by providing lead direction to lower-level clerical staff.
SUPERVISION RECEIVED AND EXERCISED
General supervision is provided by professional or management personnel, or a higher level clerical position. Functional or technical supervision may be provided by technical professional, or administrative staff. May exercise lead technical and functional direction over and provide training to assigned staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform related duties as needed:
- Perform a wide variety of responsible and difficult office administrative duties to support assigned department/division/section/unit, including researching and compiling data, preparing various records and reports, and processing permits and licenses.
- Independently compose, type, format, and proofread a wide variety of reports, letters, memos, and statistical charts.
- Respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to responsibilities assigned.
- Compile information and data for statistical and financial reports; check data; prepare and assemble reports, manuals, articles, announcements, and other informational materials.
- Gather, assemble, process, update, and distribute a variety of forms, and records as requested.
- Administer department projects and/or programs as assigned by management staff; provide assistance to staff in various research and department-related projects.
- Organize, maintain, and update record systems and specialized databases; verify accuracy of information; research data within areas of assigned responsibility to prepare reports and provide follow-up information to inquiries.
- Maintain accurate and detailed records, verify accuracy of information, research discrepancies, and record information.
- Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply City, departmental, and divisional policies and procedures in determining completeness of applications, records, and files.
- Prepare, copy, collate, and distribute a variety of documents; ensure proper filing of copies in central files or electronically.
- Perform general reception duties; receive and screen visitors and telephone calls; take messages, direct callers and visitors to the proper office or person, and/or provide factual information regarding City services, programs, projects, and activities; apply policies, procedures, rules, and precedents in response to inquiries and complaints from the public; direct callers to appropriate City staff as necessary.
- Receive, open, time stamp, sort, and distribute all incoming mail, faxes, invoices, and parcels; maintain and process outgoing mail.
- May participate and assist in the administration of a department or major subdivision preparing comprehensive reports and compiling budget requests.
- May perform routine plan checks and prepare cost estimates.
- May plan, schedule, prioritize, and assign administrative office work to lower-level staff; communicate status of activities and projects to appropriate personnel, working cooperatively to schedule assignments in accordance with established and special operational priorities; instruct staff in work procedures; review and control quality of work.
- Train employees in work methods and use of software applications and office equipment.
- Inspect and evaluate work in progress and upon completion to assure that activities and projects are performed in accordance with departmental standards, policies, and procedures and relevant local, state, and federal regulations.
- Monitor and evaluate the efficiency and effectiveness of office support service delivery methods and procedures; recommend changes as appropriate.
- Establish and implement file, index, tracking, and record-keeping systems; periodically review and purge files in accordance with the records retention policy.
- Maintain calendars and make meeting and travel arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings.
- Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.
QUALIFICATIONS
Knowledge of:
- Basic principles of leadership and training.
- Modern office practices and procedures including use of standard office equipment and computer applications related to the work such as word processing, database, and spreadsheet applications.
- Departmental organization, practices, and procedures and applicable City policies.
- Principles and practices of data collection and report preparation.
- Basic accounting methods, procedures, and terminology.
- Principles of business letter writing and the standard format for reports and correspondence.
- Basic principles of record-keeping and cash handling.
- Business mathematics and basic statistical techniques.
- English usage, spelling, grammar, and punctuation.
- Organization, procedures and operating details of City department to which assigned.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
Ability to:
- Plan, schedule, assign, and oversee activities of administrative support staff.
- Inspect the work of others and maintain established quality control standards.
- Train others in proper and safe work procedures.
- Identify and implement effective course of action to complete assigned work.
- Perform responsible clerical support work with accuracy, speed, and minimal supervision.
- Respond to and effectively prioritize multiple phone calls and other requests for service.
- Compose correspondence and reports independently or from brief instructions.
- Understand and apply departmental and City policies and procedures.
- Understand the organization and operation of the City as necessary to assume assigned responsibilities.
- Understand, interpret, and apply a body of technical information beyond normal department policies and procedures.
- Make accurate arithmetic and basic statistical computations.
- Organize, maintain, and update office database and records systems.
- File materials alphabetically, chronologically, and numerically.
- Organize own work, set priorities, and meet critical time deadlines.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Operate modern office equipment, including a computer and word-processing, database, and spreadsheet application programs.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
EXPERIENCE AND EDUCATION
Experience:
Three (3) years of comparable clerical experience, including one year at a level where only occasional instruction or assistance was given and work was reviewed only on completion.
OR
Two (2) years of as an Office Specialist with the City of Sacramento.
AND Education:
Possession of a High School diploma or G.E.D. equivalent.
SPECIAL QUALIFICATIONS
Working Conditions:
Type at a speed of not less than forty (40) net words per minute.
Physical Conditions:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer and to operate standard call center and office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
Environmental Conditions:
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives while interpreting and enforcing departmental policies and procedures.
PROBATIONARY PERIOD Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.
THE SELECTION PROCEDURE
Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.
- 1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;
- Employment applications must be submitted online; paper applications will not be accepted.
- Employment applications will be considered incomplete and will be disqualified:
- If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
- If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
- Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
- If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C. (Download PDF reader)
- Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.
2. Training and Experience Exam: (Weighted 100%) – The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:
- Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
- A resume will not substitute for the information required in the T&E questions.
3. Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Senior Office Specialist examination.
4. Screening Committee: (Pass/Fail)– All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.
5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.
QUESTIONS: For questions concerning this job announcement and the application process:
- Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
- For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
- Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment;
- Send an email to employment@cityofsacramento.org; or
- Call the Human Resources Department at (916) 808-5726
