Job Description

City Of Anaheim Office Specialist Ii

The City of Anaheim is accepting applications for two dynamic, highly organized Office Specialist II's for the Public Works Department. The Office Specialist II is the frontline representative for the department, providing receptionist support to customers in-person and over the phone, and performs various clerical work as assigned to support the Operations and Maintenance Department. The ideal candidate will be a leader in providing excellent customer service, is highly analytical, extremely organized, possess excellent written/verbal communications skills and is able to multi-task and work effectively in a team environment. Possess two years of clerical experience in a professional environment and must be proficient in Microsoft Office applications. Bilingual in English and Spanish (speaking) is desirable.

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.

• Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit.
• Maintain radio communication with field personnel.
• Type forms, schedules, reports, lists, general correspondence, manuscripts, charts, graphs, contracts and statistics.
• Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence.
• 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.
• Compose routine correspondence.
• Proofread materials for clerical accuracy and spelling.
• Copy, collate, staple and otherwise bind a variety of materials.
• File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval.
• Research readily available information requiring some interpretive judgment and tally and compile information for reports using a computer, typewriter or related software.
• Maintain records of the unit concerning purchases, budget accounts and inventory; requisition office supplies.
• Maintain records of staff attendance and absences; compile and submit periodic reports for payroll purposes.
• Transcribe cassette tapes of dictated correspondence, reports, interviews, legal documents, lists and related materials using modern office equipment and computer software.
• Receive, open, date stamp and distribute incoming mail and processes outgoing mail.
• Maintain and post data to logs, lists, ledgers, follow-up files and other records of the unit; check and compare records and documents for accuracy.
• Make routine mathematical calculations.
• Maintain calendars and schedules of appointments, meetings, room use, equipment use and events.
• Perform related duties and responsibilities as required.

Experience: Performing varied journey-level clerical work.

Knowledge of: Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods.

Ability to: Keyboard at a net corrected speed of 40 words per minute from clear copy; learn to efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; 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. For public contact positions, incumbents must have the ability to interact with a wide 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.

Applications will be accepted until Tuesday, July 29, 2025, at 5:00 PM. Applicants are encouraged to apply early. Applications will not be accepted after this deadline. 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. 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.

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