Salary : $45,780.80 - $58,427.20 Annually

Location : City of Anaheim, CA

Job Type: Full Time

Job Number: 2024-00323

Department: Housing & Community Development

Opening Date: 11/27/2024

Closing Date: 1/11/2025 5:00 PM Pacific

Description

The City of Anaheim Housing & Community Development Department seeks well qualified and professional Office Specialist II candidates to support operations in the Housing Authority and Workforce Development Divisions. Under moderate supervision, incumbents perform varied clerical duties of moderate difficulty including customer service tasks. Candidates must possess experience performing journey-level clerical work. The ideal candidate is organized, proactive, and is customer service oriented.

Bilingual ability to speak, read and write in Spanish, Vietnamese, Korean or Arabic is required.

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.

Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit.

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

Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence.

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.

Compose routine correspondence.

Proofread materials for clerical accuracy and spelling.

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

File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval.

Research readily available information requiring some interpretive judgment and tally and compile information for reports using a computer, typewriter or related software.

Maintain records of the unit concerning purchases, budget accounts and inventory; requisition office supplies.

Maintain records of staff attendance and absences; compile and submit periodic reports for payroll purposes.

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

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

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

Make routine mathematical calculations.

Maintain calendars and schedules of appointments, meetings, room use, equipment use and events.

Qualifications

Perform related duties and responsibilities as required.

Experience: Performing varied journey-level clerical work.

Knowledge of: Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods.

Ability to: Learn to efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; 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. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.

License/Certification Required: Some work assignments may require possession of a valid California Class C driver's license.

Environment/Working Conditions

Environmental Conditions: Due to the nature of work assignments, the incumbent typically works in an office environment. However, some assignments may require the incumbent to visit outdoor or indoor field work sites to accomplish tasks.

Physical Conditions: Due to the nature of work assignments, the incumbent must have the ability to speak clearly; hear conversation in person, over the telephone, and on tape recordings; vision to read written and typed materials; have manual dexterity to operate a variety of office equipment and a computer keyboard; and lift and carry items weighing up to 15 pounds. Some positions may require the physical ability to set-up rooms for meetings and/or training classes.

Supplemental Information

IMPORTANT APPLICATION INFORMATION AND INSTRUCTION

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The deadline for the first review of applications is on Wednesday, December 11, 2024, at 5:00PMApplicants are encouraged to apply early. Applicants that apply after the first review are not guaranteed to be considered for this recruitment. This recruitment may close at any time without notice after the first review date. 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 Full Time and Part Time 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 for employees and their eligible dependents. These include health, dental, vision, and life insurance, as well as a variety of voluntary benefits. 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: https://www.anaheim.net/DocumentCenter/View/30970/Benefits-Summary-Full-Time

For additional information about the City's benefits, visit: www.myanaheimbenefits.com

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.

NotePension contribution limitations are set by CalPERS each calendar year, with compensation limit requirements for Public Employee Pension Reform Act (PEPRA) members and Classic members. Employee contributions will be deposited into a 401(a) account after reaching this limit. Employees with CalPERS membership dates prior to July 1, 1996 are not impacted by these limits.

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

https://www.anaheim.net/DocumentCenter/View/4783/CalPERS-Rates

01

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 Question but not listing the experience in the application, copy/pasting information, or responses referring to your resume may eliminate you from consideration. Do you understand this requirement?

02

How many years of journey level clerical, administrative, or secretarial office experience do you possess?

None
Less than 1 year
At least 1 year, less than 2 years
At least 2 years, less than 3 years
At least 3 years, less than 4 years
At least 4 years, less than 5 years
At least 5 years or more

03

Please describe in detail your journey level clerical, administrative, or secretarial office experience. If none, type N/A.

04

In addition to English, please select the language(s) that you are fluent in.

Spanish
Vietnamese
Korean
Arabic

05

Please describe any experience working with Social Services, Housing, or Workforce programs. If none, type N/A.

06

Please describe in detail any experience providing front-line support to customers, in-person and over the phone (e.g., greeting, directing to appropriate resources, etc.). If none, type N/A.

07

Please describe typical functions that you have performed with the following Microsoft Office applications: Outlook, Word, and Excel. If none, type N/A.

08

Do you currently have a valid California Driver's License, or are you able to obtain one by date of appointment?

Required Question

City of Anaheim

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Office Specialist II