Office Specialist II

The Departments: 

Community Development

The Community Development Department enhances the community’s safety, welfare, quality of life, and economic opportunities by providing advanced planning, development review, permitting and inspection services, as well as administration of programs related to affordable housing. For more information about the Community Development Department, please visit the department website.  

Fire 

The Santa Clara Fire Department is comprised of 173.5 personnel staffed across five divisions and serves a population of approximately 131,000 people spread over 18.3 square miles.  The Fire Administration Division provides management, organization, and support for the various divisions of the fire department actively engaged in the protection of life and property.  The Community Risk Reduction Division is primarily responsible for fire safety education, fire cause determination, inspection of high hazard occupancies, and fire code enforcement. This division also maintains a vital role as technical consultant to the fire department, the city, and the business community, advising on site construction, process installation, and the safe use and handling of hazardous materials as outlined in federal, state, and local regulations. The Emergency Medical Services Division is responsible for training personnel to deliver pre-hospital emergency medical services to people who live, work and visit in Santa Clara and managing the ambulance transport program. The Field Operations Division, using the Incident Command System, efficiently manages over 10,000 emergency responses annually.  This division consists of 9 fire stations housing 8 engines, 2 trucks, 1 ambulance, 1 rescue/light unit, 1 hazardous materials unit, and 2 command vehicles. The Training Division provides training support services to the fire department, other city departments, local businesses, and the community at large.

The Position: 

This is a journey-level class responsible for general or routine City office support. Incumbents at this level receive occasional instruction or assistance as new or unusual situations arise. Responsibilities include regular contact with the public and all levels of City personnel. This level is distinguished from other Office Specialists in that they normally report to employees in higher clerical, technical and/or supervisory classifications.

The current openings are in the following Departments:

Community Development Department:

Building Division Position:

The Building Division OSII position will be responsible for providing ample customer service support by managing heavy call volume, replying to emails and occasionally at the front counter.  Scheduling inspections, assisting with class registrations, travel, performing various payroll and accounts payable functions, ordering office supplies and distributing mail are also regular tasks.  Special projects as assigned are often delegated to the OSII staff. 

Planning Division Position:

This position in the Planning Division provides support for the work undertaken by planning staff and which duties may include answering phones, mail distribution, creating mailing lists, supply tracking and ordering, drafting meeting minutes, posting agendas, updating our website, payment processing and refunds, and assisting with payroll. 

Fire Department:

Community Risk Reduction Division:

 

An Office Specialist II in the Fire Department Community Risk Reduction Division serves as a key administrative professional, ensuring the efficient operation of the division while providing excellent support to both internal staff and the public. This customer-facing role involves processing permit applications, managing payments, and responding to inquiries with clarity and professionalism. Additionally, the position oversees inspection and meeting scheduling, serves as a technical resource for staff, handles payroll tasks, and ensures compliance with public records requests. In addition to these specialized responsibilities, the Office Specialist II performs a variety of general administrative tasks essential to the daily functioning of the office. These include organizing and maintaining filing systems, managing correspondence through email, phone, and mail, and preparing reports or documentation as needed. The role also involves coordinating office supplies, assisting in the creation of presentations or meeting materials, and performing accurate data entry. By combining technical expertise with strong organizational and interpersonal skills, the Office Specialist II ensures the division operates effectively and meets the needs of both the community and the department.

 

Administration Division:

 

An Office Specialist II in the Fire Department Administration Division will fulfill duties in the areas of procurement, purchasing, payroll, and customer service. This position will often be required to submit weekly invoices and purchase orders on behalf of the department. Additionally, this person will use their organizational skills to track spending and coordinate projects as they relate to ordering supplies with other team members. An individual in this position may be required to fulfill the duties of payroll, where daily time is entered and reported on for employees in the department. Also, the Office Specialist II will use strong customer service skills to serve members of the public or other members of the department. This may include research, written correspondence, public records requests, and incident report recovery. Report requests will require someone who has the upmost attention to confidentiality and precision. This position also requires frequent interaction with callers and visitors, who are requesting assistance. Accuracy, attention to detail, and a general attitude for excellent service are a must for someone joining the fire department. 

 

Additional Information: 

Applications must be filled out completely (e.g. do not write “see resume, NA, or personnel file.”). To receive consideration for the screening process, candidates must submit a 1) Cover Letter and, 2) Resume. Incomplete applications will not be considered.

Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov. Applications must be submitted by the filing deadline of January 13, 2025 at 4:00 PM.

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW.  IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARANTEE ADMITTANCE INTO THE EXAMINATION PROCESS.  ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW. 

The annual salary range for this position is $78,600.72 - $100,518.12. This position may be filled at or near the minimum of the salary range.

EDUCATION AND EXPERIENCE

Minimum Education Requirements: 

• Graduation from high school or its equivalent; and

Minimum Experience Requirements: 

• One (1) year of general clerical and typing experience; and 
• Computer proficiency in Microsoft Word and Excel.

Acceptable Substitution: 

None.

License/Certifications: 

• Possession of a valid California Class C driver's license is required at time of appointment.

Desirable Qualifications: 

• Computer proficiency with the entire Microsoft suite including; Outlook, Access, and Power Point.

Other Requirements:  

• Must be able to perform all of the essential functions of the job assignment.

Follow this link to view the entire Class Specification, which includes more information on Typical Duties and Knowledge, Skills, and Abilities.

Candidates must attain a passing score on each phase of the examination process to qualify for the Eligible List. A department interview may be required prior to appointment.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.  

VETERAN’S PREFERENCE POINTS: This position qualifies for Veteran’s Preference Points.  Applicants who have separated from service (Active Duty Status) must submit proof of honorable discharge (Form DD214) with their application at time of filing or will be ineligible to have points added to their final score.

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or HumanResources@santaclaraca.gov. 

Salary : $76,311 - $97,590