Office Specialist I

Job Description

Job Description

OFFICE SPECIALIST I

Salary : $28.69 - $31.58 / HOURLY

Closing Date / Time : Friday, February 7th 2025 at 8 : 59pm PST

DEFINITION

Under close supervision, provides a variety of routine clerical support services to various Authority Departments; performs other related work as assigned.

ESSENTIAL FUNCTIONS

Specific duties will vary with the department to which they are assigned. The following list of duties is a description of the types of work that may be performed and is not intended to be all-inclusive. The omission of a specific duty does not make it unacceptable if the work assigned is at the equivalent level.

• Answers and directs phone calls, voice mail and e-mail; and
• Greets visitors, clients, and staff; and
• Responds to general questions; and
• Refers inquiries as appropriate; and
• Takes messages; and
• Distributes forms and explains their completion; and
• Provides information on Authority programs and related referral services; and
• Updates and maintains filing systems, including confidential files; and
• Sets up new files; receives, pulls, and files documents and records; and
• Types correspondence, reports, memos, forms and related materials with accuracy, completeness and in compliance with departmental procedures; and
• Inputs, updates, searches, and retrieves data using spreadsheets, computer databases and various automated systems; and
• Operates a variety of standard office equipment such as a personal computer, typewriter, phone, fax, calculator, copier, scanner, or other department specific equipment; and
• Opens, dates, screens, sorts, routes, and processes mail; and
• Prepares information packets and packets of required forms; and
• Maintains client / public information, brochures, and supplies; and
• Schedules appointments; maintains a calendar; and
• Schedules meetings and makes appropriate arrangements such as contacting participants, reserving rooms, and assembling materials and documents; and
• Performs dispatching duties.

MARGINAL FUNCTIONS

May prepare a variety of handwritten or computer-generated reports using established procedures and formats; and perform other related work as assigned.

MINIMUM QUALIFICATIONS

Graduation from high school or GED, one year of paid clerical experience.

Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese and / or Spanish are a plus.

An equivalent combination of education, training and experience will be considered.

REQUIREMENTS : Submit a typing test of 40 WPM. Email certificate to recruitments@oakha.org

Acceptable Certificates

KNOWLEDGE & ABILITIES

KNOWLEDGE OF : modern office methods, practices, and procedures; basic record keeping, standard PC software and hardware including computer applications such as Microsoft Word, Excel, and other related programs and systems; customer service principles; operation of standard office equipment; proper format for typed material; business standard English usage, including grammar, punctuation, and spelling.

ABILITY TO : type at a rate of 40 net words per minute; perform general clerical work such as typing, filing and reception; learn the specific operations and procedures of the job; proofread material for grammatical, numerical and clerical accuracy; learn, understand, interpret, apply and explain departmental policies and HUD, federal, state and local government rules, regulations and laws pertaining to the work assigned; learn computer skills and other new technology; file with accuracy; effective communication skills; follow written and verbal instructions; interact courteously and professionally with a culturally diverse general public and with other Authority employees; provide quality customer service to internal and external clients; use discretion and good judgment in the handling of sensitive and confidential information; prioritize and complete work in a timely manner despite frequent interruptions.

SELECTION PROCESS

All applications and typing certificates will be carefully reviewed and the most qualified applicants will be invited to compete in a clerical skills test.

TO APPLY : Please complete an employment application online at www.oakha.org. All applications must be received by FRIDAY, FEBRUARY 7TH, 2025 AT 8 : 59PM PST .

ADDITIONAL INFORMATION FOR APPLICANTS

Thank you for your interest in employment at the Oakland Housing Authority.

To apply for this position, applicants must complete and submit an online application at www.oakha.org by the date indicated; a current, detailed resume may be attached but will not be accepted in lieu of a completed employment application.

All applications and resumes will be carefully screened. Those applicants whose education and experience most closely match the requirements of the position will be invited to compete in the examination process. Candidates who compete successfully in this examination will have their names placed on a List of Qualifiers. An appointment will be made from the List. For some positions, an experience / training rating and / or written evaluation of candidates will be used in lieu of the oral examination. The names of the highest-ranking candidates will be placed on the List of Qualifiers, and the final selection will be made from this List. College degrees or units required for the position will be verified prior to final appointment. If this information cannot be verified for a candidate, the candidate's name will not be placed on the List of Qualifiers. All appointments are subject to the approval of the Executive Director.

All prospective employees must pass a physical examination and drug screening by an Authority-designated physician. A pre-employment criminal history background check will also be conducted for all positions. For positions requiring use of an Authority vehicle, candidates' driving records will be checked prior to appointment. To be eligible for appointment, each candidate must possess a valid California Class C driver's license and a driving record acceptable to the Authority's insurer. All prospective employees must also provide proof of American citizenship, or legal resident status and the legal right to work in the United States.

Prior to becoming permanent, new employees must successfully pass a probationary period.

BENEFIT INFORMATION

Employees of the Authority enjoy a competitive fringe benefit program.

SICK LEAVE is accrued at the rate of one day per month.

VACATION LEAVE for new employees is accrued at the rate of 10 days each year. There are also fifteen (15) paid holidays each year.

RETIREMENT - The Authority is a member of the Public Employees' Retirement System (PERS). The Authority also participates in Social Security.

HEALTH, DENTAL, AND VISION INSURANCE is available.

GROUP LIFE INSURANCE is fully paid for by the Authority.

Management, supervisory, professional, and confidential employees are also entitled to a management benefit package allowance and five days of administrative leave per year.

The Oakland Housing Authority does not discriminate on the basis of race, color, national origin, gender, sexual orientation, religion, age, veteran's status or disability in employment or the provision of services.

In compliance with the federal, state and local disability laws, the Oakland Housing Authority will provide equal employment opportunities to all qualified individuals, without regard to disability. The Authority is committed to making reasonable efforts in the examination process to accommodate applicants with disabilities. Individuals requesting reasonable accommodation in the examination process must do so no later than five (5) working days after the point of invitation by the Authority to an examination, otherwise it may not be possible to arrange accommodation for this selection process. The Human Resources Department will make reasonable efforts in the examination process to accommodate disabled applicants. Applicants with special needs, please call (510) 874-1575 (voice); (510) 874-1223 (TDD).

Salary : $29 - $32