Senior Office Specialist (Human Services)

Description

The City of Fremont's Human Services Department is recruiting for:

Senior Office Specialist




VIEW OUR RECRUITMENT BROCHURE

The Department

The Human Services Department (HSD) delivers and supports services by forging long-term community partnerships; engaging with and building the capacity of the community to do its own problem- solving; and leveraging financial and volunteer resources.

The Position

The Age Well Center at Lake Elizabeth seeks to fill a Senior Office Specialist position to provide clerical support to the Age Well Center Team and Senior Citizen Commission, lead in implementing improvements to office management processes, coordinate all facility rentals and payments, and compile data and statistical reports. The position will report to the Age Well Center Manager and will be asked to collaborate and act as lead on cross center projects and take on specific assignments as directed by the Age Well Center Manager.
Application Deadline
The deadline to submit applications is October 9, 2024, at 12:00 p.m. (PT) or when 100 applications are received. This recruitment may close without notice when the threshold is reached so interested applicants are encouraged to apply immediately. A resume and supplemental questionnaire (part of the online application) must be submitted with the completed City application.

To be considered for this outstanding employment opportunity, please complete an application online by clicking "Apply" just above this box.

Selection Process
The process may include an online written exam, individual and/or panel interviews, professional reference checks, fingerprint check for criminal history and other related components. Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process.

Please note the tentative dates for the recruitment process:

Week of October 14 - Online Written Examination

Week of October 28 - Oral Board Interviews

Reasonable Accommodation
Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources of any special needs a minimum of 5 days in advance of the selection process by calling (510) 494-4660 or emailing humanresources@fremont.gov .

Contact Us
For additional information, please contact Human Resources Department at: humanresources@fremont.gov .

The information contained herein is subject to change and does not constitute either an expressed or implied contract.

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Senior Office Specialist Class Specifications

Essential Functions

• Performs a variety of complex, specialized and responsible clerical duties in support of functions or programs within a department.
• Assumes overall clerical responsibility for an assigned program area that involves maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program as assigned.
• Provides office management support to an independent office involving the performance of a broad range of administrative tasks including ensuring that work is handled on a priority basis and completed in a timely manner.
• May provide lead support to positions within the Office Specialist series including assigning and reviewing work, and responding to questions and situations about which less experienced staff have not been exposed.
• Responds to complaints and requests for information on regulations, procedures and policies relating to responsibilities assigned.
• Makes referrals to services and programs available through other City departments/divisions and outside agencies.
• Types or enters data, proofreads and processes a variety of documents including general correspondence, memos, and statistical charts from rough draft, audio recordings or verbal instruction using computer software applicable to assignment.
• Operates standard and specialized office equipment including computer equipment in order to perform full range of job duties.
• Receives and responds to questions and problems related to the operation of computers, software, printers, and other office equipment.
• Composes routine correspondence independently.
• Maintains confidentiality when handling personnel, medical and other sensitive information.
• Maintains and utilizes department database information as needed.
• Compiles and formats information and data from a variety of sources for statistical and financial reports.
• Maintains financial, statistical and/or operational reports and records as applicable.
• Manipulates data and produces reports.
• Calculates, collects and processes fees, charges and donations.
• Participates in the preparation of assigned budget.
• Reviews reports, identifies and researches anomalies, corrects errors and/or brings anomalies to the attention of appropriate staff.
• Performs general clerical duties including filing, billing, checking, tracking and recording information which may include records, and processing personnel, payroll, budget, purchasing or training information.
• May assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
• May coordinate or participate in preparation for meetings, presentations and events.
• May post and maintain information on department/division intranet and/or internet website pages.
• Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service.

Marginal Functions

• Acts as a back-up receptionist.
• Answers the telephone and assist the general public, giving information on department and assigned program policies and procedures.
• Screens calls and visitors, and refers inquiries as appropriate.
• May use a radio to dispatch staff to service locations (not all departments).
• May assist with facility management including maintaining a standardized look for a facility, answering tenant questions and providing updates, coordinating card key access, facilitating response to after-hours issues, acting as primary contact for contractors and service providers, and overseeing rental and use of conference rooms.
• Travels to various department locations to provide support and set up as needed for functions.
• Other duties as assigned.

Minimum Qualifications

Knowledge, Skills and Abilities

Knowledge of: Applicable laws, rules and regulations; English usage, spelling, grammar, and punctuation; modern office practices and procedures; computer equipment and software applications related to assignment; basic mathematics; research methods.

Ability to: Perform a variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department; plan and assign work and train other clerical staff; provide an exceptional level of customer service to both internal and external customers; on a continuous basis, sit at a desk and/or stand at a counter for long periods of time; intermittently twist and reach office equipment; operate a variety of office equipment such as a calculator, computer and software applicable to assignment; write and use keyboard to communicate through written means; learn to use a variety of software systems; type at a speed necessary for successful job performance; review documents related to department operations; compile and maintain complex and extensive records and files; develop and maintain spreadsheets, databases and other automated systems; perform mathematical computations; research and resolve discrepancies; track projects; may lift or carry light to moderately heavy items; run errands; work independently with limited supervision and effectively in a team environment; use initiative and sound judgment; prioritize work and coordinate several work activities; understand the organization, procedures and operations of the city as necessary to assume assigned responsibilities; understand, interpret and apply a body of technical information beyond normal department policies and procedures; understand, interpret, apply and explain department policies, procedures and rules; learn services and resources available to the public; explain, observe, identify and problem solve office operations and procedures for the public and with staff; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.

Incumbents must possess the physical and mental capacity to work under the conditions described in this document and to perform the duties required by their assigned position.

Education/Experience

Any combination of education and/or experience that has provided the knowledge and skills necessary to satisfactory job performance would be qualifying. A typical way to obtain the required knowledge and skills would be: Completion of the twelfth grade or equivalent and two years of clerical experience at the journey level.

Licenses/Certificates/Special Requirements

Possession of, or ability to obtain by time of appointment, a valid California driver's license may be required.

Physical and Environmental Demands

Rare = 66%

Sitting: Frequent to Constant depending on assigned department
Walking: Occasional to Frequent depending on assigned department
Standing: Occasional to Frequent depending on assigned department
Bending (neck): Frequent
Bending (waist): Occasional
Squatting: Rare
Climbing: Rare - May use step stool
Kneeling: Rare
Crawling: Rare
Jumping: Rare
Balancing: Rare
Twisting (neck): Occasional
Twisting (waist): Occasional
Grasp - light (dominant hand): Up to Frequent - desk items
Grasp - light (non-dominant): Occasional
Grasp - firm (dominant hand): Rare
Grasp - firm (non-dominant): Rare
Fine manipulation (dominant): Frequent - keyboard, writing
Fine manipulation (non-dominant): Occasional - keyboard
Reach - at/below shoulder: Occasional to Frequent depending on assigned department
Reach - above shoulder level: Occasional

Push/pull:
Up to 10 lbs. Rare
11 to 25 lbs. Never
26 to 50 lbs. Never
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never

Lifting:
Up to 10 lbs. Occasional to Frequent depending on assigned department
11 to 25 lbs. Rare - boxes of papers
26 to 50 lbs. Never to Frequent depending on assigned department
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never

Carrying:
Up to 10 lbs. Occasional
11 to 25 lbs. Rare
26 to 50 lbs. Never to Frequent depending on assigned department
51 to 75 lbs. Never
76 to 100 lbs. Never
Over 100 lbs. Never

Coordination:
Eye-hand: Required
Eye-hand-foot: Not required
Driving: Required (some departments)

Vision:
Acuity, near: Required - when driving
Acuity, far: Required - when driving
Depth perception: Required - when driving
Accommodation: Required - when driving
Color vision: Required - when driving
Field of vision: Required - when driving

Talking:
Face-to-face contact: Required
Verbal contact w/others: Required
Public: Required

Hearing:
Normal conversation: Required
Telephone communication: Required
Earplugs required: Required

Work environment:
Works indoors, works outdoors to travel to various city locations, exposure to extreme hot or cold temperature (outdoors), using computer monitor, works around others, works alone, works with others.

Class Code: 8385
FLSA: Non-exempt
EEOC Code: 6
Barg. Unit: CFEA
Probation: 12 months
Rev.: 11/15

The City of Fremont offers a comprehensive benefit package including general and holiday leave as well as medical, dental, vision, life, and long/short-term disability insurance.

To view a summary of the benefits the City offers, please visit: City of Fremont Benefits Summary

Closing Date/Time: 10/9/2024 12:00 PM Pacific

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• City of Fremont, CA

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