Senior Office Specialist [Pd]

This recruitment will be used to fill a vacancy in the Police Department.
Candidate appointed to this position is subject to the successful completion of an in-depth background investigation conducted by the Rialto Police Department.
To perform highly complex office and administrative clerical duties in support of an assigned department or division; to receive and direct telephone calls and visitors; to receive, route and distribute incoming and outgoing mail; to maintain a variety of complex files and records; and to perform a variety of office duties relative to assigned area of responsibility.
DISTINGUISHING CHARACTERISTICS
This is the advanced journey level class in the Office Specialist series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed and the complexity of duties assigned. Positions at this level possess a specialized technical or functional expertise within the area of assignment. Employees are typically assigned significant responsibility above the journey level and often exercise independent judgment in the performance of all duties. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
Essential Functions:
1. Performs a variety of highly complex office clerical duties and activities in support of an assigned department or division; applies specialized knowledge in support of department activities; ensures adherence to work standards and procedures in areas of work including department operations, rules, regulations, guidelines, methods, procedures and techniques.
2. Receives, reviews and processes incoming mail; routes to appropriate City department or division staff; tracks and monitors responses as required.
3. Types, reviews, proofreads, and transcribes a variety of documents and forms including general correspondence, reports and memoranda from rough drafts or verbal instruction; compiles, distributes and disseminates information as appropriate.
4. Answers the telephone and provides information on department or division operations and activities to the general public; responds to complaints, concerns, and questions from the general public; relays messages and provides information on departmental and City policies and procedures as required; provides notary public and passport services.
5. As required, coordinates travel, meetings and conference schedules for assigned staff; maintains schedules and calendars of activities, meetings and various events; coordinates activities with City departments, the public and outside agencies.
6. Enters data and information into a computer from various sources including financial statistical and other documents; inputs corrections and updates; verifies data for accuracy and completeness; collects and compiles data for reports and presentations; prepares invoices and purchase requisitions.
7. Prepares and maintains complex filing systems; ensures compliance with City rules and regulations governing records retention in assigned program area.
8. As assigned, performs data entry and file maintenance for time sheets and related payroll documents; enters data into centralized computer system; verifies data; transmits to centralized payroll location; maintains accurate records of payroll and timesheets.
9. Operates office equipment including telephone switchboards, computers, photocopiers, facsimile machines and related equipment.
Experience and Training Guidelines
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:
Experience:
Two years of administrative support or clerical experience.
Training:
High School diploma or equivalent. Some college courses preferred.
Ability to type at a net speed of 40wpm.
Licenses and Certifications
Must possess a State of California driver's license.
Possession of, or ability to obtain, a Notary Public Certification, within six ( 6 ) months of hire.
Knowledge of:
Operations, services and activities within assigned department or division.
Operations, services and activities of a municipal agency.
Modern and complex office procedures, methods, principles and practices.
Methods and techniques of resolving questions and concerns from the general public.
English usage, spelling, grammar and punctuation.
Methods and techniques of researching and compiling data for reports and presentations.
Methods and techniques of scheduling events and meetings.
Mathematical calculations.
Principles of filing and record keeping.
Proper English usage, spelling, punctuation and grammar.
Modern office equipment including computers and supporting word processing and spreadsheet applications.
Pertinent Federal, State and local laws, codes and regulations.
Ability to:
Perform highly complex office clerical duties and tasks.
Type at a speed necessary for successful job performance.
Interpret and explain policies and procedures within assigned department or division.
Respond to requests and inquiries from the general public.
Receive, review and route incoming and outgoing correspondence.
Research and compile data for reports and related documents.
Schedule and coordinate travel, meetings and conferences.
Prepare business letters and memoranda from drafts and handwritten materials.
Set up and maintain a variety of complex files and records.
Understand and explain City policies and procedures.
Operate office equipment including computers and supporting word processing and spreadsheet applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain mental capacity which allows for effective interaction and communication with others.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, writing and operating assigned equipment.
All appointments to this position are subject to the successful completion of an in-depth background investigation conducted by the Rialto Police Department as well as a physical examination including a drug screening. The background investigation is a rigorous process. A typical background investigation includes but is not limited to: background interviews with individuals designated by the Rialto Police Department (this may include current and former co-workers, friends, relatives, neighbors, or any other relevant individual), criminal background check, credit check, polygraph examination, and physiological evaluation. Candidates may be disqualified from further consideration during the background investigation for a variety of reasons including if they have: an excessive number of traffic citations and/or collisions; arrests and/or convictions; a history of illegal substance abuse; poor credit history (factors include bankruptcy, foreclosures, liens and repossessions); or thefts from a previous employer. For clarification of any of the above disqualifying reasons, please call the Police Department Personnel and Training Unit at (909) 421-4926. The following list describes some areas that are covered in the background investigation:

• Your relatives, references, and acquaintances are asked to comment on your suitability for this position.
• The information supplied regarding your educational history is examined and verified.
• You must list a history of your residences.
• Your work history and experience are examined with regard to your dependability, relationships with fellow workers, trustworthiness, and general job performance.
• Military service records are subject to verification.
• The background investigation considers your management of personal finances (however, being in debt does not automatically disqualify you).
• Your criminal, driving, and insurance records are evaluated.

TYPING CERTIFICATE REQUIREMENTS

The Human Resources Department requires that a certified typing certificate be submitted along with a City Employment Application for all positions that specify a typing speed requirement. The certificate must be issued by an accredited school or agency and dated no earlier than 6 months prior to posting date on the job announcement.

The certificate must contain:

- Agency's official emblem

- Name of applicant

- Number of net words per minute

- Number of errors

- Date of certificate

- Signature of person certifying the certificate

- Address and telephone number of agency

It is the responsibility of the applicant to ensure that certificates issued by any agency including those listed below meet the requirements stated above.

Below, you will find suggested local agencies that provide typing certificates for a fee. You are able to obtain certificates from other accredited schools or agencies not listed below.

Apple One

909 899-6006 Rancho Cucamonga

909 884-6351 San Bernardino

951 686-0970 Riverside

Kelly Services

909 381-4581 San Bernardino

Kimco Staffing Services

909 884-0035 San Bernardino

909 390-9881 Ontario

Select Personnel Services

909 930-0555 Ontario

909 483-3058 Rancho Cucamonga

Veterans Preference Credit Eligibility:

Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit.

E-Verify:

The City of Rialto is an E-Verify employer. E-Verify is an internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.

Employment Type: Full-Time