What are the responsibilities and job description for the Office Specialist position at City of Riverside, CA?
The Position
The City of Riverside, Fire Department, is accepting applications from current employees for the position of Office Specialist to fill one (1) vacancy in the Fire Administration Division. The eligibility list established may be used to fill the current and/or upcoming vacancies within this classification.
The Office Specialist performs a variety of office and administrative support duties associated with various departments and position assigned.
Distinguishing Characteristics
This is the entry/journey level in the office specialist series. Employees in this class normally work under close to general supervision performing a group of repetitive or closely related duties according to established procedures. Generally, work is observed and reviewed both during its performance and upon completion, and changes in procedure or exceptions to rules are explained in detail as they arise
Supervision Received and Exercised
Receives close to general supervision from higher-level technical, professional, and/or supervisory staff, as assigned.Work Performed
Examples of Duties
Duties may include, but are not limited to, the following:
- Perform a wide variety of administrative support work; serve as receptionist, answering the telephone, screening calls and visitors, referring inquiries as appropriate, and assisting the general public, giving information as required.
- Draft, prepare, and edit a variety of documents, letters, memorandums, agendas, financial reports, minutes, or other materials from oral direction, rough draft, copy, notes, or transcribing machine recordings; operate a variety of office equipment to carry out assigned administrative support functions.
- Check, maintain, and tabulate statistical data and records; sort, code, scan, and file correspondence, vouchers, forms, documents, and other materials numerically, alphabetically, or by other predetermined classification.
- Process and maintain personnel and payroll records of departmental and divisional personnel.
- Provide inter departmental customer service and serve as a liaison between Human Resources and department personnel.
- Assist and support invoicing and billing in department assigned; ensure appropriate submission, processing, and completion.
- Maintain sections of a central records system; enter or extract information on or from records; utilize computer and computer devices to carry out assigned administrative support functions.
- Sort and deliver mail; participate, perform, and provide professional guidance in the work of an office unit; apply departmental policies, procedures, and forms in determining completeness of applications, records, and reports
- Compile information, data, and materials, and assist in the preparation of a variety of narrative, financial, and statistical reports; apply departmental policies and procedures in determining completeness of applications, records, and reports.
- Contact the public and outside agencies in acquiring and providing information and making referrals; respond to complaints and concerns.
- Assist in scheduling and preparing travel arrangements and handling expenses for travel activities; handles dispatch services for various departments and performs other administrative and office work as needed.
- Performs other duties as assigned.
Knowledge, Skills & Abilities
Knowledge of:
- English usage, spelling, grammar, and punctuation.
- Organization and procedures of department/division to which assigned.
- Office methods and standard office equipment usage.
- Computers and related equipment; software including word processing applications at a basic level.
- Basic record keeping methods.
- Reception and telephone techniques.
- Classifying, indexing, processing, retrieving, and controlling a large volume of records.
- Computers and related equipment; software, techniques, and programs including word-processing, spread sheets, and data bases at an intermediate level.
- Pertinent department and division operational policies and procedures.
- City policies and procedures
Skill in:
- Performing routine administrative support work.
- Office methods, rules, and policies.
- Understanding and carrying out oral and written directions.
- Operating computer devices and utilizing various software applications including word processing, spreadsheets, and databases.
- Assisting in maintaining records.
- Interpreting and applying departmental policies and procedures.
- Maintaining complex records and preparing technical reports.
- Working independently in the absence of supervisor.
- Performing arithmetic and statistical calculations and computations rapidly and accurately.
- Following oral and written instructions.
- Communicating effectively both verbally and in writing.
- Establishing and maintaining effective working relationships.
Qualifications
Education and Experience:
Education: High School graduation or satisfactory equivalent (GED).
Experience: None
Supplemental Information
Medical Category: Group 1
Necessary Special Requirements
Licenses and Certifications: None.
Demonstrated proficiency at a basic level in Microsoft Word.
Physical Demands and Working Conditions: Work is done in a standard 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 in interpreting and enforcing departmental policies and procedures
Career Advancement Opportunities
From: Office Specialist
To: Senior Office Specialist
Selection Process
The selection process will begin with an employment application package screening, with the best qualified candidates being invited to participate further in the assessment process. This process may include any combination of written, performance, and oral assessments to evaluate job-related education, experience, knowledge, skills, and abilities. Those who successfully complete the selection process will be placed on the eligibility list for this classification.
IMPORTANT INFORMATION ON SCHEDULING ASSESSMENTS
If you are selected to move forward in the assessment process, you may be required to self-schedule your appointment. You will be notified via email of your status and provided with self-scheduling instructions. Please check your email regularly following the closing date of this recruitment.
Positions that require, or may require, a California Commercial Driver’s License are considered Safety Sensitive and are monitored by the U.S. Department of Transportation. Any candidate being considered for a Safety Sensitive position must submit authorization forms to the City immediately upon request to begin the pre-employment process.
It is the responsibility of candidates with a disability requiring accommodation in the assessment process to contact the Human Resources Department in writing to request such accommodation prior to the closing date of this recruitment.
Appointment may be subject to the successful completion of a pre-employment background investigation, drug screen, and/or medical/physical examination.
NOTE: The City reserves the right to modify selection devices and test instruments in accordance with accepted legal, ethical, and professional standards. Candidates may reapply when there is a posting to establish an eligibility list.
EDUCATIONAL REQUIREMENTS:
Proof of education listed in your application will be requested at the time of conditional offer. Acceptable documentation consists of transcripts or degree, if applicable, by the accredited U.S. college or university.
Education obtained outside the United States (US) require one of the following options:
- An equivalency statement from an evaluation company certified by the National Association of Credential Evaluation Services (NACES) at http://www.naces.org/members.html or the Association of International Credential Evaluators Inc. (AICE) at http://aice-eval.org/members/.
- An advanced-level degree from an accredited US college or university.
All applicants will be notified via e-mail of their application status and the assessment dates/times/locations after the closing date of this announcement.
THE PROVISIONS OF THIS JOB ANNOUNCEMENT DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT.
