What are the responsibilities and job description for the Office Specialist - Library (Part-time) position at City of Ontario?
Office Specialist - Library (Part-time)
Are you interested in a career in public service where you can make a positive impact on the community? Do you consider yourself to be organized and personable? If so, the City of Ontario has an exciting career opportunity for a well-qualified applicant interested in joining the Library team as a Part-time Office Specialist.
The Office Specialist plays a key supporting role within the department by providing critical administrative and clerical support. Working in a diverse professional environment, the ideal candidate for this position will have the following personal characteristics; the ability to take ownership of their position to support the other members of the team; exceptional communication, written and interpersonal skills enabling them to collaboratively work with the public, City staff, and management; are resourceful, detail-oriented, and exhibit problem solving skills leading to sound judgment and quality decisions. The successful candidate will embody the values of the City's Approach to Public Service– Commitment to the Community, Excellence through Teamwork, and Doing the Right Thing the Right Way - as well as the qualities of a "Five Tool Player" –Leader, Thinker, Communicator, Operator and Public Servant.The Office Specialist is a paid, part-time/temporary position scheduled to work on average 19 hours per week but no more than 29 hours per week and is not eligible to participate in the City's health insurance or retirement plans. This recruitment will be used to establish an eligibility list for current and future vacancies.
The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below. Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City will be invited to participate further in the selection process.
The Community Life and Culture Agency
The City of Ontario's Community Life & Culture Agency endeavors to meet the Ontario City Council goal to "encourage, provide or support enhanced recreational, educational, cultural and healthy city programs, policies and activities." Community Life & Culture does this through a comprehensive array of programs, activities, services and events available through the Housing Services, Library, Museum, Arts & Culture, and Recreation & Community Services Departments.
The Ontario City Library has been serving the public as a City department since 1894. The Ovitt Family Community Library and Lewis Family Branch contain over 315,000 items, including books, magazines, newspapers, DVDs, audio books, kits and a local history collection. A wide variety of technology is available for the public including internet, several software, eBooks, and state-of-the-art technology through Lightspeed makerspace that offers access to equipment such as 3D printers and a laser cutter. The library offers a wide variety of programs and services for all ages including early literacy, Veterans Resource Center, adult literacy tutoring, workforce development training, and the Robert E. Ellingwood Model Colony History Room.
The City of Ontario's Community Life & Culture Agency endeavors to meet the Ontario City Council goal to "encourage, provide or support enhanced recreational, educational, cultural and healthy city programs, policies and activities." Community Life & Culture does this through a comprehensive array of programs, activities, services and events available through the Housing Services, Library, Museum, Arts & Culture, and Recreation & Community Services Departments.
The Ontario City Library has been serving the public as a City department since 1894. The Ovitt Family Community Library and Lewis Family Branch contain over 315,000 items, including books, magazines, newspapers, DVDs, audio books, kits and a local history collection. A wide variety of technology is available for the public including internet, several software, eBooks, and state-of-the-art technology through Lightspeed makerspace that offers access to equipment such as 3D printers and a laser cutter. The library offers a wide variety of programs and services for all ages including early literacy, Veterans Resource Center, adult literacy tutoring, workforce development training, and the Robert E. Ellingwood Model Colony History Room.
The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario enjoys the reputation of being a progressive City which provides solid leadership to its citizens and to the business community. The City provides a full range of services to the community including: Police, Fire, Management Services, Community Life & Culture, Community Development, Public Works and the Ontario Municipal Utilities Company. The City's team is staffed with approximately 1,500 full-time and 300 part-time diverse and talented employees who work to support a common goal of providing excellent service to the community.
The City‘s vision for the future is very exciting and we foresee tremendous growth within the year(s) to come. We welcome you to view the City of Ontario’s 2024 State of the City video by clicking on the link below as well as other links to learn more about the City. State of the City The Ontario Plan
Smart Ontario Downtown Ontario
The essential functions typically performed by the Office Specialist include the following:
- Types correspondence, reports, records, applications, and other types of documents.
- Answers incoming calls and routes individuals to appropriate staff.
- Schedules meetings.
- Assists public at front counter and directs public to appropriate locations and/or staff.
- Responds to basic questions from the public regarding department procedures.
- Prepares and maintains various logs, records, invoices, purchase orders, and department files.
- Enters, updates, and verifies detailed fields of information in department computer databases and prepares forms, lists, and related summaries.
- Issues forms and permits and processes applications and payments.
- Operates or relieves personnel on switchboard and assists other administrative support personnel in completing tasks.
- Operates computer and cash register; computes, prepares, and records deposits from fees or basic accounting transactions.
- Prepares and distributes incoming and outgoing mail.
- May dispatch service requests to field personnel using two-way radio.
- Coordinates and makes travel arrangements for conferences, workshops, and other meetings to be attended or administered by managers, supervisors, administrators, or other personnel.
- Arranges, assembles, and prepares designated information for annual budget.
High school diploma or recognized equivalent.
Experience
Three years of varied office clerical support experience, including some public contact work; experience and/or training in the use of Microsoft Office software.
Licenses
A valid Class C California driver's license and an acceptable driving record.
Desirable
Experience with Microsoft Office, Workday, and other software application programs.
Previous experience with invoicing. Previous customer service experience.
How to Apply
Apply online by clicking on the "Apply" link at the top of this announcement. If this is the first time applying for a position using governmentjobs.com you will be prompted to create a new user account, otherwise log in with your user name and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following:
- List any relevant experience and education that demonstrates that you qualify for the position.
- List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario).
- Separately list each position held, including different positions with the same employer.
NOTE: Transcripts from colleges, universities or technical schools outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or credential evaluation report will result in your application being rejected and you will not be able to continue in the selection process for this position.
Application Process
Applicants are required to submit required certification(s) or other required documentation as outlined in the Qualifications Guideline section of this bulletin. Please use the attachment function found on the City's online application to attach copies of the requested certification(s) or other documentation. Failure to attach required certifications may result in the rejection of your application. Please contact the Human Resources Department if you have any questions regarding the application process.
Your application is the primary tool used to evaluate your job qualifications. It is important that your application show all the relevant education and experience you possess. List all periods of employment, beginning with your most recent or present employer (including, if applicable, all employment with the City of Ontario). List any experience that may help you to qualify for the position. List separately each position held, including different positions with the same employer. Resumes may be included but will not substitute for the employment history section. Failure to complete these sections may result in the rejection of your application.
Supplemental Question
To complete your application for this position you will be prompted to respond to supplemental questions. This information will be used as part of the application screening and selection process and is designed to help you present your qualifications for this position. This may include a selection step in which your application and supplemental questions are reviewed and scored by a panel of raters familiar with this position.
Incomplete responses, false statements, omission, or partial information may result in disqualification from the selection process. Your responses should be consistent with the information provided on your application.
Please provide succinct, concise, descriptive, and detailed information for each question. If you have no experience, write "no experience" for the appropriate question.
Email Notices
Email is the primary way that the Human Resources or Hiring Department will communicate with you. Please check your email account (including the SPAM folder) on a regular basis for any emails related to the application or selection process. Emails from the City of Ontario will come from "@ontarioca.gov" or "governmentjobs.com." If you change your email address after submitting your application please visit governmentjobs.com and update your profile.
Frequently Asked Questions
If you have any additional questions regarding the application process, please refer to our Frequently Asked Questions page.
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