Office Specialist Ii

Salary : $53,044.16 - $63,849.76 Annually
Location : Throughout the County of Santa Clara, CA
Job Type: Full-Time
Job Number: 23-D49-C
Department: County-Wide Recruitment
Opening Date: 12/08/2023
Closing Date: 12/22/2023 11:59 PM Pacific
Bargaining Unit: 02
Description
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.
Typical Tasks

• 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.

Employment Standards
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.
Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.
Click here to access all Memoranda of Understanding and most recent Summary of Changes.
01
Please answer the following questions. Completion of the following supplemental questions is REQUIRED and is an integral part of the evaluation process. Initially, it will be used to determine minimum qualifications. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process. Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. A response of "see resume" or "see application" will deem your application incomplete. Include a detailed description of your work experience in the following format for EACH employer referenced, in each answer:
a) Employer name(s)
b) Job title(s)
c) Start/end dates of employment
d) Total hours worked per week
e) Description of task(s) performedDo you understand the requirement to provide complete answers in order to determine relevant experience for each area in question?)

• Yes
• No

02
Do you possess a high school diploma or GED equivalent?

• Yes
• No

03
Have you been employed as an Office Specialist I with the County of Santa Clara for one (1) year or more?

• Yes
• No

04
How many years of clerical experience do you possess providing supportive services to a department or office by performing a variety of routine and standardized clerical tasks equivalent to an Office Specialist I with the County of Santa Clara?
Click here to read the

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five years or more

05
Describe your clerical experience providing supportive services to a department or office by performing a variety of routine and standardized clerical tasks equivalent to an Office Specialist I with the County of Santa Clara.
REQUIRED: Indicate the name of your employer(s), job title(s), date of employment, hours worked per week, and job duties performed. If you do not have such experience, type N/A.
06
Indicate which computer applications you are proficient in. Check all that apply. If none, indicate none. Proficient is the ability to utilize the chosen application/program with an intermediate or higher level of understanding and competency.

• Archibus
• Ariba
• Content Management Application (CMA)
• Corrective Action Tracking and Reporting System (CATR)
• CUBS
• CWS/CMS
• eDisclosure Computer System
• ELPF
• EnvisionConnect
• Filemaker Pro
• Filing of Statement of Economic Interests Form 700
• Integrated Earnings Verification System (IEVS)
• IVOS
• Jail Information System (JIS)
• KRONOS
• LexisNexis
• Lotus Notes
• Medi-Cal Eligibility Data System (MEDS)
• Microsoft Access
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• National Plan Provider Enumeration System
• NEOGOV
• Optics
• PeopleSoft
• Performance Management Database
• ProLaw
• Publisher
• Samaritan
• SAP
• SharePoint
• Systems Applications and Procurement (SAP)
• Task Management Tool (TMT)
• Unicare
• Virtual Volunteer
• Volgistics
• VoluntEasy
• Volunteer Event Management (VEM)
• Volunteer Match
• Volunteer Organizer Pro
• Volunteer Organizer Spot
• Volunteer Reporter (Voltsoft)
• Westlaw
• Word Perfect
• None of the above

07
For each computer application selected above, be specific, and describe your experience using the application. Provide the following information for each computer application and add any not listed.
a. Computer application nameb. Skill level (beginner, intermediate, or advanced)c. Description of how the application was used in your current and/or previous position(s). If none, type N/A.
08
Do you have experience with AIMS (Assessor's Information Management Systems?

• Yes
• No

09
Select the language(s) that you are fluent in. Check all that apply.

• Arabic
• Armenian
• Cambodian
• Cantonese
• Farsi
• German
• Hindi
• Japanese
• Khmer
• Korean
• Mandarin
• Oromo
• Pakistani Urdu
• Russian
• Spanish
• Tagalog
• Taiwanese
• Vietnamese
• Other
• None of the Above

10
If you selected "other" language, please indicate the language(s) you are fluent in.
11
For the language(s) selected, what is your competency? Check all that apply or check "None of the Above" if it does not apply to you. If you are fluent in more than one language, select your highest level of competency. If selected for a bilingual position, you must take and pass the language proficiency exam prior to appointment.

• Speak
• Read
• Write
• None of the Above

12
Please complete this survey carefully. Your selection(s) may determine whether or not you will be referred for a specific department and/or location. Please place a mark next to the location(s) in which you would be willing to work.

• Supervisorial District 1
• Supervisorial District 2
• Supervisorial District 3
• Supervisorial District 4
• Supervisorial District 5
• Clerk of The Board
• County Executive
• Risk Management
• Controller - Treasurer Department
• Department of Tax and Collection
• Local Agency Formation Commission
• County Clerk - Recorder
• Assessor
• Procurement
• County Counsel
• Employee Services Agency
• Fleet Services
• Registrar Of Voters
• Technology Services & Solutions
• Office Of Supportive Housing
• County Communications
• Dept of Child Support Services
• District Attorney
• Public Defender
• Pre-Trial Services
• Sheriff's Office
• Sheriff-Doc Contract
• Department of Correction
• Probation
• Planning & Development
• Dept of Environmental Health
• Agriculture & Environmental Mgmt
• Facilities
• Medical Examiner/Coroner
• Public Health
• Vector Control District
• Custody Health Services
• Behavioral Health Services
• Community Health Services
• Emergency Medical Services
• Social Services Agency
• Roads Department
• Airports
• County Library District
• Parks & Recreation
• Valley Health Plan
• Hospital System - Valley Medical Center
• Hospital System - O'Connor
• Hospital System - Saint Louise Regional
• Hospital System - De Paul Medical Center

13
Are you willing to work on holidays, Saturdays, Sundays, and at odd or irregular hours on an as-needed basis?

• Yes
• No

14
Are you willing to work in a locked facility?

• Yes
• No

15
How did you find out about this job?

• Contacted by County Recruiter
• Contacted by a Recruitment Firm
• County Employee Referral
• County of Santa Clara Career Website
• County of Santa Clara Job Interests Email Notification
• Facebook
• Instagram
• LinkedIn
• Indeed
• Virtual Job Fair
• In Person Job Fair
• In-Person Networking Professional Event
• Virtual Networking Event
• Community Event
• Glassdoor
• Governmentjobs.com
• Professional Association
• Search Engine (Google, Bing, online search, etc.)
• Hospital Website: SCVMC, O'Connor Hospital, St. Louise Regional Hospital Website
• Handshake
• Student Career Center
• County Text Message
• Other (Specify in the next question)

16
If you selected an event/fair or other in the question above, please specify. If not, type n/a.
Required Question