SENIOR OFFICE SPECIALIST

Job Description:

SENIOR OFFICE SPECIALIST

Description

The Position

The City of Riverside is accepting applications to establish an eligibility list for the position of Senior Office Specialist.The eligibility list established may be used to fill vacancies within various departments within this classification for up to six (6) months.

Note : A written examination is required for this position. Applicants who meet the minimum qualifications must pass the written examination in order to continue in the recruitment process .

The Senior Office Specialist performs a variety of specialized, skilled, and lead office and administrative support duties associated with various department and position assigned. Provides support and skilled office work for a variety of departments and situations; and to do related work as required.

Work Performed

Duties may include, but are not limited to, the following:

• Perform a wide variety of skilled, and experienced administrative support work; serve as receptionist, answering the telephone, screening calls and visitors, referring inquiries as appropriate, and assisting the general public, giving information as required.
• Draft, prepare, and edit a variety of documents, letters, memorandums, agendas, financial reports, minutes, or other materials from oral direction, rough draft, copy, notes, or transcribing machine recordings; operate a variety of office equipment to carry out assigned administrative support functions.
• Enter and tabulate statistical data and records; sort, code, scan, and file correspondence, vouchers, forms, documents, and other materials numerically, alphabetically, or by other predetermined classification; check and monitor record from grammatical and mathematical accuracy and compliance.
• Enter and file personnel and payroll records of departmental and divisional personnel; handles and manages confidential or sensitive information with tact and professionalism.
• Manage, handle, and process invoicing and billing for various budgetary costs in department assigned; ensure appropriate submission, processing, and completion; track revenue and expenses and prepare statistical reports.
• Maintain sections of a central records system; enter or extract information on or from records; utilize computer and computer devices to carry out assigned administrative support functions.
• Sort and deliver mail; participate, perform, and provide professional guidance in the work of an office unit; assist in the development of departmental policies, procedures, and forms in determining completeness of applications, records, and reports
• Compile information, data, and materials, and assist in the preparation of a variety of narrative, financial, and statistical reports; apply departmental policies and procedures in determining completeness of applications, records, and reports.
• Contact the public and outside agencies in acquiring and providing information and making referrals; respond to complaints and concerns.
• Serve as support staff to Boards or Commissions by taking minutes, preparing information packets, and coordinating meeting times and locations.
• Identify, determine, and order necessary office supplies; coordinate travel arrangements and staff schedules; handle and manage office petty cash; provide direction, oversight, and training for clerical staff.
• Performs related work as required.

Qualifications

Education: High School graduation or satisfactory equivalent (GED).

Experience: Three (3) years of general administrative support experience.

Necessary Special Requirements:

• Demonstrated proficiency at an intermediate level in Microsoft Word.
  

Highly Desired Qualifications:

• Intermediate or Advanced proficiency in Excel
• Experience in:
  • Invoicing, Billing, Credits, Records Keeping and Product Returns
  • Public Records Requests, Subpoena Processing
  • One Solution and Oracle
  • Working for a municipality or public agency
  • Heavy data input
  • Construction Contracts and Permitting Processes

Selection Process

DOCUMENTS REQUIRED AT THE TIME OF APPLICATION:

1) Completed Employment Application

2) Completed Supplemental Questionnaire

FOR DIRECTIONS ON ATTACHING A DOCUMENT TO AN ON-LINE APPLICATION, OR GENERAL INFORMATION ON COMPLETING YOUR ON-LINE APPLICATION, CLICK HERE: ( Application Guide).

IMPORTANT INFORMATION ON SCHEDULING ASSESSMENTS:

If you are selected to move forward in the assessment process, you may be required to self-schedule your appointment. You will be notified via email of your status and provided with self-scheduling instructions. Please check your email regularly following the closing date of this recruitment.

The selection process will begin with an employment application package screening, with the best qualified candidates being invited to participate further in the assessment process. This process may include any combination of written, performance, and oral assessments to evaluate job-related education, experience, knowledge, skills, and abilities. Those who successfully complete the selection process will be placed on the eligibility list for this classification.

Positions that require, or may require, a California Commercial Driver’s License are considered Safety Sensitive and are monitored by the U.S. Department of Transportation. Any candidate being considered for a Safety Sensitive position must submit authorization forms to the City immediately upon request to begin the pre-employment process.

It is the responsibility of candidates with a disability requiring accommodation in the assessment process to contact the Human Resources Department in writing to request such accommodation prior to the closing date of this recruitment.

Appointment may be subject to the successful completion of a pre-employment background investigation, drug screen, and/or medical/physical examination.

NOTE : The City reserves the right to modify selection devices and test instruments in accordance with accepted legal, ethical, and professional standards. Candidates may reapply when there is a posting to establish an eligibility list.

EDUCATIONAL REQUIREMENTS:

Proof of education listed in your application will be requested at the time of conditional offer. Acceptable documentation consists of transcripts or degree, if applicable, by the accredited U.S. college or university.

Education obtained outside the United States (US) require one of the following options:
An equivalency statement from an evaluation company certified by the National Association of Credential Evaluation Services (NACES) at http://www.naces.org/members.html or the Association of International Credential Evaluators Inc. (AICE) at http://aice-eval.org/members/ .An advanced-level degree from an accredited US college or university.

All applicants will be notified via e-mail or telephone of their application status and the assessment dates/times/locations after the closing date of this announcement.

THE PROVISIONS OF THIS JOB ANNOUNCEMENT DO NOT CONSTITUTE AN EXPRESSED OR IMPLIED CONTRACT.

Service Employees International Union (SEIU) - General Unit

The City offers an attractive benefits package, the central provisions of which are as follows:

• Retirement for Classic Members - For employees hired after 1/1/2013 who are CLASSIC MEMBERS of California Public Employees' Retirement System (CalPERS) or a reciprocal agency as of 12/31/12 and have not been separated from service from such agency for six months or more, the retirement benefit shall be 2.7 % @ age 55; 3 year final compensation. The required employee contribution is 8%. The City does not participate in Social Security; thus, employees do not bear this additional 6.2% expense.
• Retirement for New Members - For employees hired 1/1/2013 or later and who ARE NOT a member of the California Public Employees' Retirement System (CalPERS) or a reciprocal agency as of 12/31/12, or those who have been separated from a public agency which contracts with CalPERS or a reciprocal agency for six months or more, the retirement benefit shall be 2% at age 62; 3 year final compensation. The required employee contribution is 50% of the normal cost and is subject to change per CalPERS every fiscal year. The City does not participate in Social Security; thus, employees do not bear this additional 6.2% expense.
• Health Insurance - The City offers six health insurance plans and contributes up to $1,469 per month for employee and dependent coverage.
• Dental Insurance - The City provides three dental insurance plans and contributes up to $45 per month.
• Vision Insurance - The City provides vision coverage through Vision Service Plan (VSP) for employees and their dependents that are enrolled in medical coverage.
• Life Insurance - The City provides and pays for term life insurance equal to $100,000. Additional Life Insurance is available and voluntary for employee and eligible dependents (up to $300k).
• Deferred Compensation - The City contributes $25 a month with a minimum employee contribution of $12.50 per check. Participation in the deferred compensation plan is optional.
• Leave Benefits - Includes vacation leave, sick leave, bereavement leave, and holiday benefits.
• Flexible Spending Account - The City offers a Health Care and Dependent Care Flexible Spending Plan for optional participation.
• State Disability Insurance - Automatic coverage administered by the Employee Development Department (EDD) of the State of California
• Vacation Accrual - 0-4 yrs. = 80hrs, 5-9 yrs. = 120hrs, 10+ yrs. = 160 hrs.

For additional benefits information, please visit the following website: https://www.riversideca.gov/human/employee-hub/benefits/about-1

Closing Date/Time: 1/20/2025 11:59 PM Pacific

Salary:

$3,813.33 - $5,109.87 Monthly