Office Specialist

The Position

The City of Riverside, Fire Department, is accepting applications from current employees for the position of Office Specialistto fill one (1) vacancy in theFire 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

DOCUMENTS REQUIRED AT THE TIME OF APPLICATION:

1) Completed Employment Application

2) Completed Supplemental Questionnaire

FOR GENERAL INFORMATION ON COMPLETING YOUR ON-LINE APPLICATION, CLICK HERE: ( Application Guide).

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.

Service Employees International Union (SEIU) - General Unit

The City offers an attractive benefits package, the central provisions of which are as follows:

• Retirement for Classic Members - For employees hired after 1/1/2013 who are CLASSIC MEMBERS of California Public Employees' Retirement System (CalPERS) or a reciprocal agency as of 12/31/12 and have not been separated from service from such agency for six months or more, the retirement benefit shall be 2.7 % @ age 55; 3-year final compensation. The required employee contribution is 8%. The City does not participate in Social Security; thus, employees do not bear this additional 6.2% expense.
• Retirement for New Members - For employees hired 1/1/2013 or later and who ARE NOT a member of the California Public Employees' Retirement System (CalPERS) or a reciprocal agency as of 12/31/12, or those who have been separated from a public agency which contracts with CalPERS or a reciprocal agency for six months or more, the retirement benefit shall be 2% at age 62; 3 year final compensation. The required employee contribution is 50% of the normal cost and is subject to change per CalPERS every fiscal year. The City does not participate in Social Security; thus, employees do not bear this additional 6.2% expense.
• Health Insurance - The City offers six health insurance plans and contributes up to $1,469 per month for employee and dependent coverage.
• Dental Insurance - The City provides three dental insurance plans and contributes up to $45 per month.
• Vision Insurance - The City provides vision coverage through Vision Service Plan (VSP) for employees and their dependents that are enrolled in medical coverage.
• Life Insurance - The City provides and pays for term life insurance equal to $100,000. Additional Life Insurance is available and voluntary for employee and eligible dependents (up to $300k).
• Deferred Compensation - The City contributes $25 a month with a minimum employee contribution of $12.50 per check. Participation in the deferred compensation plan is optional.
• Leave Benefits - Includes vacation leave, sick leave, bereavement leave, and holiday benefits.
• Flexible Spending Account - The City offers a Health Care and Dependent Care Flexible Spending Plan for optional participation.
• State Disability Insurance - Automatic coverage administered by the Employee Development Department (EDD) of the State of California
• Vacation Accrual - 0-4 yrs. = 80hrs, 5-9 yrs. = 120hrs, 10+ yrs. = 160 hrs.

For additional benefits information, please visit the following website: https://www.riversideca.gov/human/employee-hub/benefits/about-1

Closing Date/Time: 2/9/2025 11:59 PM Pacific

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• City of Riverside

• 951-826-2392

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