Office Specialist

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

The following duties are typical for this classification.  Incumbents may not perform all the listed duties and/or may be required to perform related duties as needed:
 

• Perform a wide variety of office administrative duties to support assigned department/division/section/unit, including filing, preparing records and reports, accounts payable, processing permits and licenses, cashiering duties, and ordering and maintaining office and other related supplies.
• Maintain accurate and detailed records, verify accuracy of information, research discrepancies, and record information.
• Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply City, departmental, and divisional policies and procedures in determining completeness of applications, records, and files.
• Prepare, copy, collate, and distribute a variety of documents; ensure proper filing of copies in central files or electronically.
• Compose, type, format, and proofread a variety of documents including letters, reports, memos, and statistical charts.
• Compile information and data for statistical and financial reports; check data; prepare and assemble reports, manuals, articles, announcements, and other informational materials.
• Gather, assemble, process, update, and distribute a variety of forms, records, and data as requested.
• Perform general reception duties; receive and screen visitors and telephone calls; take messages, direct callers and visitors to the proper office or person, and/or provide factual information regarding City services, programs, projects, and activities; apply policies, procedures, rules, and precedents in response to inquiries and complaints from the public; direct callers to appropriate City staff as necessary.
• Maintain and update record systems and specialized databases; verify accuracy of information; retrieve information from systems and databases as required.
• Receive, open, time stamp, sort, and distribute all incoming mail, faxes, invoices, and parcels; maintain and process outgoing mail.
• Receive and process reimbursements, invoices, purchase requisitions, and other requests for payment; maintain records; follow-up on status of payments.
• Monitor and order office supplies; submit expense claims.
• Establish and implement file, index, tracking, and record-keeping systems; periodically review and purge files in accordance with the records retention policy.
• Maintain calendars and make meeting and travel arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings.
• Issue, receive, type and process various applications, permits and other forms.
• May perform cashiering duties; receives money and issues receipts; collects and accounts for service fees.
• May receive incoming telephone and voice radio calls, secure and record information and use voice radio to dispatch necessary City services; keep radio contact with City units.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Knowledge of:

• Modern office practices and procedures including use of standard office equipment and computer applications related to the work such as word processing, database, and spreadsheet applications.
• Departmental organization, practices, and procedures and applicable City policies.
• Principles and practices of data collection and report preparation.
• Basic accounting methods, procedures, and terminology.
• Principles of business letter writing.
• Basic principles of record-keeping and cash handling.
• English usage, spelling, grammar, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

• Perform responsible clerical support work with accuracy, speed, and minimal supervision.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Understand and apply departmental and City policies and procedures.
• Understand the organization and operation of the City as necessary to assume assigned responsibilities.
• Make accurate arithmetic computations.
• Organize, maintain, and update office database and records systems.
• File materials alphabetically, chronologically, and numerically.
• Organize own work, set priorities, and meet critical time deadlines.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Understand and carry out oral and written directions.
• Operate modern office equipment, including a computer and word-processing, database, and spreadsheet application programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
   

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;

• Employment applications must be submitted online; paper applications will not be accepted. 
• Employment applications will be considered incomplete and will be disqualified: 
  • If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section. 
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. 
• If you’re requesting Veteran’s credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran’s credit can be found in the Civil Service Board rules under rule 4.9C.
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.

2. Training and Experience Exam: (Weighted 100%) – The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted. 
• A resume will not substitute for the information required in the T&E questions.

3.  Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate’s eligibility expires one year from the date of notification of a passing score for the Office Specialist examination. 

4.  Screening Committee: (Pass/Fail)– All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5.  Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS: 
For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process. 
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627. 
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment; 
• Send an email to employment@cityofsacramento.org; or
• Call the Human Resources Department at (916) 808-5726