Senior Office Specialist/Part-Time Senior Office Specialist

Salary : See Position Description

Location : City of Anaheim, CA

Job Type : Both Full and Part Time

Job Number : 2025-00047

Department : Housing & Community Development

Opening Date : 02 / 28 / 2025

Closing Date : 3 / 14 / 2025 5 : 00 PM Pacific

Description

The City of Anaheim seeks an organized Senior Office Specialist / Part-Time Senior Office Specialist to support operations within the Housing and Community Development Department . This position will be working with the Fiscal and / or Grants and Homeless Initiatives divisions. Under minimal supervision, the incumbent will perform varied responsible clerical work involving the use of a computer terminal and possess functional responsibility for a significant aspect of the clerical work of the unit, which may involve supervision of a small clerical staff.

Candidates must possess experience performing extensive, responsible and varied typing, record keeping, report preparation and other clerical work. Experience with accounts payable and receivable or grants based accounting and administrative duties in highly desirable. Bilingual proficiency (read / speak / write) in Spanish, Vietnamese, Korean or Arabic is desired but not required.

The selection process will consist of a minimum of skills examination and oral interview.

DISTINGUISHING CHARACTERISTICS :

This is the advanced journey-level classification in the Office Specialist series requiring highly specialized knowledge, skills, and abilities in a designated work assignment. Under minimal supervision, incumbents perform work of a varied and responsible nature using independent judgment. Incumbents within this class are distinguished from the Office Specialist II by exhibiting a higher level of judgment and independence in performing the full range of duties as assigned.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and / or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

Depending upon area of assignment, responsibilities and duties may include, but are not limited to the following :

• Perform complex clerical support work for a functional area within a department.
• Compose correspondence, requiring use of judgment based upon a thorough understanding of the functions and procedures of the unit, for review by supervisor.
• Type forms, schedules, reports, lists, general correspondence, manuscripts, charts, graphs, contracts and statistics.
• Develop formats for entering, editing, and organizing a variety of data using various modern business computer applications; manipulates data and prepares various reports and / or graphics.
• Transcribe dictated correspondence, reports, interviews, legal documents, lists and related materials using modern office equipment and computer software.
• Compile and type agendas and minutes.
• Proofread materials for clerical accuracy and spelling.
• Compile information for a variety of regularly scheduled and special narrative and statistical reports, locating sources of information, coding and classifying data, devising forms to serve data and determining proper format for finished reports.
• Set up, maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit and check and compare records and documents for accuracy.
• Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information.
• Log, type, file and process purchase requisitions including necessary back-up information for all subsequent invoicing.
• Set up and maintain records of the unit concerning purchases, budget accounts and inventory and requisitions office supplies.
• Maintain current Blanket and Open Purchase Order lists, process and maintain files for invoices relevant to purchase order numbers; conduct verbal and / or written contact with vendors or other City departments regarding invoices or purchases; troubleshoot problem accounts and verifies payments or purchases; computes billings, keep ledgers and process major vendor accounts.
• Conduct training classes for department on purchasing procedures.
• Develop filing systems for record storage and retrieval, file materials into filing systems, code documents, purge files and shred documents.
• Act as a receptionist to the public, take and respond to calls, screen inquiries, take messages, schedule appointments and answer questions that require searching for and abstracting technical data.
• Provide user assistance and dispatches problems to appropriate sources for resolution on a variety of automated systems.
• Submit and schedule batch programs, reports and special jobs that run off hours
• Receive, open, date stamp and distribute incoming mail and process outgoing mail.
• Screen and arrange mail in priority order, assemble background information and distribute to appropriate personnel.
• Copy, collate, staple and otherwise bind and distribute a variety of materials.
• Perform related duties and responsibilities as required.

Qualifications

Experience : Performing extensive, responsible and varied typing, record keeping, report preparation and other clerical work.

Knowledge of : Modern office equipment, procedures, and practices; personal computer hardware and software, including word processing, spreadsheet, and database programs; proper telephone etiquette; English usage, spelling, grammar and punctuation; purchasing techniques; business math; computer terminals and associated software; basic principles of supervision and training (may be required).

Ability to : Operate a computer terminal and use associated software; maintain accurate records; effectively answer and process an excessive volume of telephone calls; read, understand and apply difficult materials; establish record keeping systems; plan, schedule, make work assignments, set priorities for and train assigned clerical staff; maintain records of budgetary expenditures; effectively purchase items and supplies for department; understand pertinent procedures and functions quickly and apply them without immediate supervision; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations; maintain confidentiality. For public contact positions, must have the ability to interact with a variety of clientele while retaining a professional work environment.

Supplemental Information

IMPORTANT APPLICATION INFORMATION AND INSTRUCTIONS

Applications will be accepted until Friday, March 14, 2025 . Applicants are encouraged to apply early. Applications will not be accepted after this deadline.

The selection process includes, but is not limited to, a skills assessment and an oral interview.

Candidates must be specific and complete in describing their qualifications for this position. Stating "See Resume" is not an acceptable substitute for a completed application. Failure to state all pertinent information may lead to elimination from competition.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug / alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and / or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communication by any other method.

The City of Anaheim offers a range of benefit programs for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.

To view the current benefits summary, visit : https : / / www.anaheim.net / DocumentCenter / View / 30970 / Benefits-Summary-Full-Time

For additional information about the City's benefits, visit : www.myanaheimbenefits.com

RETIREMENT BENEFITS - The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.

Note : Pension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.

To view the current limits and additional CalPERS information, visit :

https : / / www.anaheim.net / DocumentCenter / View / 4783 / CalPERS-Rates

Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions. Failure to fully detail all experience or stating experience in response to the Supplemental Questions but not listing the experience in the application, copy / pasting information, or responses referring to your resume may eliminate you from consideration.

Please confirm your interest and availability in filling open positions.

Other than English, please confirm which language(s) you are proficient in? (check all that apply)

How many years of experience do you possess performing extensive, responsible and varied typing, record keeping, report preparation and other clerical work?

Please describe your experience performing extensive, responsible and varied typing, record keeping, report preparation and other clerical work. Include in your response your job title(s), employer's name(s), and dates of employment. If you have no experience in this area, please type "N / A".

Do you have experience providing exceptional customer service in-person and over the phone?

Please describe in detail your experience in providing exceptional customer service in-person and over the phone. Include any experience with Social Services, Housing, or Workforce programs. If you have no experience in this area, please type "N / A".

Do you have prior work experience using any of the following programs? (check all that apply)

What is your level of competency in utilizing Adobe Acrobat Pro (or similar versions)?

Please describe typical functions that you have performed with the following programs : Microsoft Excel, Microsoft Outlook, and Adobe Acrobat. If you have no experience in these programs, please type N / A.

Required Question