Part Time Senior Office Specialist - Metro Net

Salary: $24.99 - $31.89 Hourly
Location : City of Anaheim, CA
Job Type:Part Time
Job Number: 2023-00411
Department: Fire & Rescue
Opening Date: 01/09/2024
Closing Date: Continuous
Description
Upcoming Increase:
3.5% increase on June 21, 2024
The City of Anaheim Fire Department seeks an innovative Part Time Senior Office Specialistto assist Metro Cities Fire Authority. Candidates must possess prior experience performing extensive, responsible and varied typing, record keeping, report preparation and other clerical work.
DISTINGUISHING CHARACTERISTICS: This is the advanced journey-level classification in the Office Specialist series requiring highly specialized knowledge, skills, and abilities in a designated work assignment. Under minimal supervision, incumbents perform work of a varied and responsible nature using independent judgment. Incumbents within this class are distinguished from the Office Specialist II by exhibiting a higher level of judgment and independence in performing the full range of duties as assigned.
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.

• Depending upon area of assignment, responsibilities and duties may include, but are not limited to the following:

• Perform complex clerical support work for a functional area within a department.

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

• Compile and type agendas and minutes.

• 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: Some work assignments may require possession of a valid California Class C driver's license.
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 Tuesday, January 23, 2024 at 5:00PM.Applicants 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 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:
https://www.anaheim.net/DocumentCenter/View/36803/Benefits-Summary-Part-Time
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:
https://www.anaheim.net/DocumentCenter/View/37234/PT-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 Questions 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?

• Yes, I understand this requirement

02
How many years of experience performing varied journey-level clerical work 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 or more

03
Please describe your experience performing varied journey-level clerical work. Include in your response your job title(s), employer's name(s), and dates of employments. If you have no experience in this area, please type N/A.
04
Do you possess in-person reception experience involving complex transactions with frequent interruptions (phone calls, deliveries, etc.)?

• Yes
• No

05
Please describe your in-person reception experience involving complex transactions with frequent interruptions (phone calls, deliveries, etc.). Include in your response your job title(s), employer's name(s), and dates of employments. If you have no experience in this area, please type N/A.
06
Do you currently possess a valid California Class C driver's license?

• Yes, I have a California Class C driver's license
• No, but I am able to obtain one by date of hire.
• No, and I am unable to obtain one

Required Question