Office Specialist Ii

Under general supervision, to perform a variety of clerical and receptionist assignments of average difficulty in providing supportive services to technical, administrative or management operations.

* * * * * * * * * * * * IMPORTANT * * * * * * * * * * *
EXAMINATION DATES: Candidates who meet the employment standards will be invited to take an online written examination through a secure third party, tentatively scheduled for February 1, 2024 through February 8, 2024. Qualifying candidates will be notified with examination instructions via the email address attached to their applications.

• Answers routine inquiries about location, procedures, policies, and function and services of departments; assists visitors and callers by referring them to appropriate sources of information; determines whether a request is within the jurisdiction of the department concerned and uses discretion in giving information to the public may schedule meetings or appointments for staff and clients;
  
• Codes materials for entry into data processing system or enters into computer system directly, using standard references; proofreads computer input and output to ensure correctness of entries and reviews rejected entries to identify and correct errors;
  
• Sets up and maintains control of documents and folders including identifying, labeling, checking in and distributing the materials, classifying folder files by nature of subject or numerical order, and preparing new folders as needed;
  
• Identifies potentially dangerous or disturbed individuals and takes appropriate action according to office policies and procedures;
  
• Collects and distributes external and internal mail; date-stamps all incoming mail when required; distributes ordered supplies, sends and receives faxes;
  
• Copies and assembles materials such as handouts, packets, reports and documents;
  
• Prepares a variety of correspondence, forms, legal documents, reports, articles, technical specifications, memoranda, resolutions, minutes of meetings or hearings from a dictation machine, clear copy, notes or instructions;
  
• Obtains oral and/or written information from applicants, patients, and clients to secure basic personal, financial, medical, and social data; distributes forms and explains their completion;
  
• Prepares requisitions and purchase orders for office supplies; verifies discrepancies among purchase orders and invoices; receives fees and maintains records of transactions; establishes fees where standards and charges are clear and fixed; may prepare bills, receipts, permits, and licenses;
  
• Maintains record of time worked, overtime, leaves, and absences;
  
• Operates a variety of standard office machines; performs simple equipment troubleshooting and maintenance;
  
• May offer orientation and answer procedural questions for new employees or coworkers.

Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities:
Experience Note: The knowledge and abilities required to perform this function are normally acquired through training and experience equivalent to the possession of a high school diploma and 1 year of work experience in an office function equivalent to an Office Specialist I with Santa Clara County.
Knowledge of:

• Basic office practices and procedures, including filing systems, financial record keeping, reference sources and operation of standard office machines;
  
• Customer services principles, including the handling of irate and distressed people;
  
• Computer applications such as word processing, spreadsheet and/or database;
  
• General English usage including style/format, grammar, punctuation, and spelling;
  
• Basic mathematics (for simple calculations);
  
• Telephone procedures and etiquette.

Ability to:

• Communicate effectively and deal tactfully and courteously with the public, technical, and professional personnel;
  
• Use a keyboard with moderate speed and a high level of accuracy;
  
• Follow and understand oral and written instructions;
  
• Perform variety of clerical work involving independent judgement;
  
• Learn specific operations of the office;
  
• Prioritize to meet deadlines;
  
• Operate standard office equipment.

**Departments may selectively recruit for typing speed up to 45 Net WPM depending on departmental need.Employment Type: Full-Time