Part Time Senior Office Specialist

Salary : $25.86 - $33.01 Hourly

Location : City of Anaheim, CA

Job Type : Part Time

Job Number : 2024-00269

Department : Planning & Building

Opening Date : 10 / 03 / 2024

Closing Date : 10 / 17 / 2024 5 : 00 PM Pacific

Description

The City of Anaheim Planning & Building Department seeks a highly qualified and well organized Part Time Senior Office Specialist for its Building Division.

The Senior Office Specialist will be responsible for high level clerical support to multiple managers and field personnel, including duties such as scheduling and coordinating meetings, maintaining Outlook calendars, upkeep of the division's intranet and internet content, and print publications.

Candidates must possess extensive, responsible, and varied clerical work involving significant independence and decision-making.

Ideal candidates will possess expertise in directly supporting multiple managers and other staff. Prior experience within a municipal government planning and building department is a desirable, but not required.

The selected individual will provide competent, consistent and professional services using the following skills :

• Effective communicator - strong verbal and written communication skills, computer and presentation skills.
• Exceptional Customer Service - provides responsive customer care and maintains level of service expectations, including investigating and answering inquiries and providing assistance in resolving operational and administrative issues.
• Strong Attention to Detail- be able to identify discrepancies and review reports.

This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed.

Essential Functions

The following functions are typical for this classification. Incumbents may not perform all of the listed functions and / or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices.

Perform complex clerical support work for a functional area within a department; maintain staff Outlook calendars, schedule and coordinate meetings.

Compose correspondence, requiring use of judgment based upon a thorough understanding of the functions and procedures of the unit, for review by supervisor.

Type forms, schedules, reports, lists, general correspondence, manuscripts, charts, graphs, contracts and statistics.

Develop formats for entering, editing, and organizing a variety of data using various modern business computer applications;

manipulates data and prepares various reports and / or graphics.

Transcribe dictated correspondence, reports, interviews, legal documents, lists and related materials using modern office equipment and computer software.

Compile and type agendas and minutes.

Maintain intranet and website content and informational publications; proofread materials for clerical accuracy and spelling.

Compile information for a variety of regularly scheduled and special narrative and statistical reports, locating sources of information, coding and classifying data, devising forms to serve data and determining proper format for finished reports.

Set up, maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit and check and compare records and documents for accuracy.

Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information.

Log, type, file and process purchase requisitions including necessary back-up information for all subsequent invoicing.

Set up and maintain records of the unit concerning purchases, budget accounts and inventory and requisitions office supplies.

• Maintain current Blanket and Open Purchase Order lists, process and maintain files for invoices relevant to purchase order numbers;
• conduct verbal and / or written contact with vendors or other City departments regarding invoices or purchases; troubleshoot problem accounts and verifies payments or purchases;

computes billings, keep ledgers and process major vendor accounts.

Conduct training classes for department on purchasing procedures.

Develop filing systems for record storage and retrieval, file materials into filing systems, code documents, purge files and shred documents.

Act as a receptionist to the public, take and respond to calls, screen inquiries, take messages, schedule appointments and answer questions that require searching for and abstracting technical data.

Maintain radio communication with field personnel.

Receive, open, date stamp and distribute incoming mail and process outgoing mail.

Screen and arrange mail in priority order, assemble background information and distribute to appropriate personnel.

Copy, collate, staple and otherwise bind and distribute a variety of materials.

Perform related duties and responsibilities as required.

Qualifications

Experience : Performing extensive, responsible and varied typing, record keeping, report preparation and other clerical work.

• Knowledge of : Modern office equipment, procedures, and practices; personal computer hardware and software, including word processing, spreadsheet, and database programs;
• proper telephone etiquette; English usage, spelling, grammar and punctuation; purchasing techniques; business math; computer terminals and associated software;

basic principles of supervision and training (may be required).

• Ability to : Operate a computer terminal and use associated software; maintain accurate records; effectively answer and process an excessive volume of telephone calls;
• read, understand and apply difficult materials; establish record keeping systems; plan, schedule, make work assignments, set priorities for and train assigned clerical staff;
• maintain records of budgetary expenditures; effectively purchase items and supplies for department; understand pertinent procedures and functions quickly and apply them without immediate supervision;
• handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work;

maintain professionalism, courtesy, and composure at all times, including stressful situations; maintain confidentiality.

For public contact positions, must have the ability to interact with a variety of clientele while retaining a professional work environment.

License / Certification Required : Possession of a valid California Class C driver's license. Self certification for typing.

Supplemental Information

This is a part-time position usually averaging 30 hours per week. A minimum number of hours is not guaranteed.

IMPORTANT APPLICATION INFORMATION AND INSTRUCTION

Applications will be accepted until Thursday , October 17, 2024, at 5 : 00PM . Applicants are encouraged to apply early.

Applications will not be accepted after this deadline. The selection process will consist of a minimum of skills examination and oral interview.

The eligibility list established from this recruitment may also be used to fill the current and / or additional vacancies throughout the City.

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration.

Stating "See Resume" is not an acceptable substitute for a completed application.

The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug / alcohol screening).

The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.

Communication regarding your application and / or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

Equal Opportunity Employer

The City of Anaheim offers a range of benefit programs to eligible part-time employees and their eligible dependents. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.

To view the current benefits summary, visit :

For additional information about the City's benefits, visit www.myanaheimbenefits.com then click on Part-Time Employees.

RETIREMENT BENEFITS - The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits.

Retirement formula is based on appointment date and membership status with CalPERS.

Part-time eligible employees become members of CalPERS as either Classic or New members.

Part-time employees not eligible for CalPERS are required to participate in the City's part-time 457 plan, as a replacement plan for Social Security.

To view the current limits and additional CalPERS information, visit :

Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions.

Failure to fully detail all experience or stating experience in response to the Supplemental Questions but not listing the experience in the application, copy / pasting information, or responses referring to your resume may eliminate you from consideration.

I acknowledge I have read and understood the above information.

This position is part time, averaging 30 hours per week with no minimum number of hours guaranteed. Hours will be scheduled during normal business hours of Monday to Friday, 8 : 00am to 5 : 00pm.

Do you understand this requirement?

How many years of extensive, responsible, and varied clerical work involving significant independence and decision-making do you possess?

• No experience
• Less than 1 year
• At least 1 year, less than 2 years
• At least 2 years, less than 4 years
• At least 4 years or more

Please describe in detail your extensive, responsible, and varied clerical work experience involving significant independence and decision-making. If none, type N / A.

Do you possess experience in maintaining the Outlook calendars of managers and staff?

Please describe in detail how you maintained the Outlook calendars of managers and staff. If none, type N / A.

Do you have experience working at a municipal government planning and building department?

Required Question