Senior Office Specialist

The City of Goleta Public Works Department seeks qualified candidates to fill one vacancy for Senior Office Specialist. This position supports the department by performing a variety of clerical duties, including processing invoices, providing customer service, proofreading documents, and supporting multiple staff members simultaneously.

The ideal candidate has strong clerical experience in a professional environment and is proficient in Microsoft Office software; accounts payable experience is a plus. Successful candidates are team players who are flexible, eager to learn, and customer service oriented.

About the Department
The Public Works Department is comprised of seven divisions including Administration, Transportation and Development Engineering, Parks and Open Space, Capital Improvement Program, Street Lighting, Street Maintenance, and Environmental Services. To learn more about the Public Works Department, please visit our website.

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

• Drafts letters, memos, reports, charts, resolutions, ordinances, minutes, performance evaluations, contracts, budget information, agendas, and other documents from notes, recorded or verbal instruction; may assist with agenda preparation and distribution of agenda packets for staff, commission/committee and other meetings; proofreads materials for correct grammar, spelling, punctuation, and general content; reviews incoming correspondence and routes accordingly.
• Receives the public and staff; provides assistance and answers questions and calls regarding departmental programs, procedures, activities and other matters which require knowledge of the department; determines how incoming calls and emails should be routed; explains procedures, processes or departmental activities; distributes and explains forms, such as applications, reservation forms or permits; schedules appointments, training, or examinations; establishes or maintains files and/or filing systems; researches files to obtain information requested by department staff as necessary for the preparation of reports or other office business.
• Prepares, validates, processes, and/or reviews for completeness a variety of documents and records such as timesheets, application forms, contracts, bid documents and purchase orders; reviews and matches all invoices and requisitions with backup paperwork; compiles a variety of reports; ensures that all payments are made from correct accounts; compiles statistical data; may collect fees.
• Assists with the implementation of various departmental ministerial programs, such as film permits and special event permits.
• Assists in preparing fiscal data, reports, budget transfers, and encumbrances; assists in monitoring budget expenditures; completes standard forms; maintains files or indexes; maintains logs of processed materials.
• Compiles reports by extracting and/or tabulating information from a variety of sources, such as files, correspondence, meeting notes, logs, previous reports, and/or verbal instruction; recommends and assists in implementing office programs and clerical systems, procedures and policies.
• Sorts and files materials such as correspondence, applications, and documents; purges and destroys files according to the city-wide records retention and destruction schedule; assists with job recruitments.
• May date stamp and distribute mail; prepares mailings as needed.
• Operates a variety of office equipment, such as telephone systems, photocopiers, computers and related software, and other equipment necessary in the performance of duties.
• May function as lead worker over other clerical staff; provides instruction or assistance to others in the performance of related duties.
• May take and transcribe minutes of staff, commission/committee and other meetings; maintains staff calendars; makes travel and meeting arrangements.
• Interfaces with other City staff and outside agencies in obtaining information and coordinating activities.
• Provides vacation and temporary relief as required.

Education, Experience and Training

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

• Graduation from high school or equivalent, supplemented by specialized training in the clerical occupation field.

Experience:

• Three years of increasingly responsible secretarial or clerical experience involving a variety of typing and/or office operation responsibilities.

• General office methods and procedures.
• Principles of business letter writing and basic report preparation.
• Proper English usage, punctuation, grammar, and spelling.
• Working knowledge of policies, procedures and rules of the assigned work unit as well as other City departments.
• Effective methods and techniques in customer service and telephone caller handling.
• Office equipment operation, including multi-line telephone systems, computers, photocopiers, and other related office equipment.
• A variety of software applications as required by job assignment.

• Use correct English grammar, punctuation and spelling.
• Compose routine correspondence independently.
• Maintain clerical records and prepare reports of moderate complexity.
• Collect, organize and assemble data for reports, agendas and correspondence.
• Alphabetize or numerically/chronologically sort materials.
• Make mathematical computations accurately.
• Receive the public in person and/or over the telephone.
• Apply and explain regulations, policies and procedures.
• Maintain records and perform assigned program activities in accordance with established practices and general instructions; perform detailed and multi-task activities.
• Type at a speed necessary to perform assigned duties.
• Understand and follow written and verbal instructions.
• Communicate clearly and concisely, both verbally and in writing.
• Learn the policies and procedures of the assigned department as related to position responsibilities.
• Operate related office equipment.
• Remain seated and work at a video display terminal for prolonged periods and file documents in various locations and heights.
• Work independently.
• Establish and maintain cooperative and effective working relationships with those contacted in the course of work.