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  • Office Specialist II (Human Services)

    Fremont, California United States City of Fremont, CA Full Time $69,437.00 - $84,401.21 Annually Nov 22, 2024
    City of Fremont, CA Employer:

    City of Fremont, CA

    The Community Centrally located and serving as the eastern anchor of the Bay Area and Silicon Valley, the City of Fremont prides itself on being a vibrant and strategically urban community. Fremont is an ethnically and culturally diverse city of approximately 235,439 people with an area of 92 square miles, making it the fourth most populous city in the San Francisco Bay Area and the 15th largest City in California.   Originally an agricultural area comprised of five small towns, Fremont has developed into a technological and advanced manufacturing power base that captures metropolitan living at its best. Fremont boasts over 42 million square feet of office, R&D, manufacturing, and warehouse building space. It is home to over 1,200 innovative high tech, life science, and clean technology firms including Tesla Motors, Lam Research, Thermo Fisher Scientific, Boehringer Ingelheim, and Facebook, among many others. The City’s Innovation District is known as the hottest new address for start-ups. Over the last two years, companies in Fremont received more than $400 million in venture funding according to PitchBook Data.   Fremont residents enjoy a moderate climate, high rates of home ownership and educational achievement, a nationally recognized and highly rated public school system, and low crime and unemployment rates. With so much to offer, it’s no surprise that Fremont is frequently recognized as an ideal place to live and work.   The Organization The City of Fremont is a full-service general law city operating under a Council-Manager form of government that combines the civic leadership of elected officials with the managerial experience of an appointed City Manager. Policy-making and legislative authority are vested in a seven-member city council. Six Councilmembers are elected on a by-district basis, with the Mayor separately elected to a four-year term by a citywide vote.   The City Council appoints the City Manager and City Attorney. The City Manager is responsible for implementing City Council policy and administering the day-to-day operations and affairs of the City in a businesslike and prudent manner. The City Attorney serves as chief legal advisor to the City, providing transactional and litigation services to the City, as represented by the City Council, City advisory bodies, and City departments.   The City of Fremont is an organization of approximately 995 full-time dedicated employees and supported by a FY 2022-23 General Fund budget of $249.3 million. City operations are organized into the following departments: City Manager’s Office, City Attorney’s Office, Community Development, Community Services, Economic Development, Finance, Fire, Human Resources, Human Services, Information Technology Services, Police, and Public Works.    

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    Job Description

    Description

    The City of Fremont's Human Services Department is recruiting for:

    Office Specialist II




    VIEW OUR RECRUITMENT BROCHURE

    The Department

    The Human Services Department (HSD) delivers and supports services by forging long-term community partnerships; engaging with and building the capacity of the community to do its own problem- solving; and leveraging financial and volunteer resources.

    The Position

    The Office Specialist II will act as a front desk receptionist for the Youth and Family Services Division of the Human Services Department. The selected candidate would be part of an administrative team that provides custom service support to both internal and external customers.
    Application Deadline
    The deadline to submit applications is December 3, 2024, at 12:00 p.m. (PT) or when 100 applications are received. This recruitment may close without notice when the threshold is reached so interested applicants are encouraged to apply immediately. A resume and supplemental questionnaire (part of the online application) must be submitted with the completed City application.

    To be considered for this outstanding employment opportunity, please complete an application online by clicking "Apply" just above this box.

    Selection Process
     The process may include an online written exam, individual and/or panel interviews, professional reference checks, fingerprint check for criminal history and other related components. Only those candidates who have the best combination of qualifications in relation to the requirements and duties of the position will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to participate in the process.

    Please note the tentative dates for the recruitment process:

    Week of December 2 - Online Written Examination

    Week of December 16 - Oral Board Interviews
    Reasonable Accommodation
     Human Resources will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources of any special needs a minimum of 5 days in advance of the selection process by calling (510) 494-4660 or emailing humanresources@fremont.gov .

    Contact Us
    For additional information, please contact Human Resources Department at: humanresources@fremont.gov .

    The information contained herein is subject to change and does not constitute either an expressed or implied contract.

    ______________________________________________________________________

    Office Specialist II Class Specifications

    Essential Functions

    Position exists in a variety of departments. Not all functions are essential in all departments depending on department needs.

    • Performs a wide variety of routine clerical work including filing, billing, checking, tracking, recording information on records, and processing personnel, payroll, purchasing, and training information.
    • Sorts and files documents and records, maintaining alphabetical index and cross-reference files.
    • Acts as a receptionist.
    • Answers the telephone and assists the general public and City staff, giving information on department and assigned program policies and procedures.
    • Screens calls and visitors, and refers inquiries as appropriate.
    • Schedules meetings, inspections and appointments as assigned.
    • Makes referrals to services and programs available through other City departments/divisions and outside agencies.
    • Receives, issues, and processes various applications, licenses, permits and other forms.
    • Receives, sorts and distributes incoming and outgoing correspondence and mail.
    • Maintains and updates mailing lists.
    • Types or enters data, proofreads and processes a variety of documents including general correspondence, memos, and statistical charts from rough draft, audio recordings or verbal instruction using computer software applicable to assignment.
    • Operates standard and specialized office equipment including computer equipment.
    • Receives and responds to questions and problems related to the operation of computers, software, printers, and other office equipment.
    • May develop and maintain spreadsheets, databases and other automated systems.
    • Composes routine correspondence independently.
    • Compiles and formats information and data from a variety of sources for statistical and financial reports.
    • Maintains ledger of expenses and revenues.
    • Calculates, collects and processes fees, charges and donations.
    • Issues receipts and balances related accounts.
    • Receives checks by mail and processes and balances accordingly.
    • Records or posts information, data or figures.
    • Audits accounts receivable.
    • Reviews and reconciles bank statements.
    • Conducts research of records, programs, processes, procedures, office equipment and supplies, office services, and resources.
    • Arranges for the repair of equipment and orders office supplies and equipment.
    • May scan, index and verify records for digital imaging.
    • Retrieves and prepares obsolete records for destruction.
    • May receive and index materials submitted for records retention.
    • Maintains records, transfer logs and storage inventories of records in offsite retention.
    • May assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned.
    • May coordinate or participate in the preparation for meetings, presentations and events.
    • May receive and process contracts and other documents.
    • May scan records, such as documents, files, large plans.
    • May coordinate file inventory/retention.
    • May pickup and deliver all city mail (incoming and outgoing) including lifting and carrying large packages, loading mail bags and trays into carts.
    •May support a code enforcement function.
    • May post and maintain information on department/division intranet and/or internet website pages.
    • Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service.

    Marginal Functions
    • Other duties as assigned.

    Minimum Qualifications

    Incumbents of the entry (I) level are expected to acquire the following, while incumbents of the journey (II) level are expected to possess:

    Knowledge of: Applicable laws, rules and regulations; English usage, spelling, grammar, and punctuation; modern office practices and procedures; computer equipment and software applications related to assignment; basic mathematics; research methods.

    Ability to: Perform a variety of responsible clerical duties in support of department operations including maintenance of appropriate records and preparation of general reports; provide exceptional customer service to both internal and external customers; sit at a desk and/or stand at a counter for long periods of time; intermittently twist and reach office equipment; operate a variety of office equipment such as a calculator, computer and software applicable to assignment; write and use keyboard to communicate through written means; learn to use a variety of software systems; type at a speed necessary for successful job performance; review documents related to department operations; perform basic mathematical calculations; verify and check files and data; research and resolve discrepancies; track projects; may lift or carry light to moderately heavy items; run errands; work independently with limited supervision and effectively in a team environment; use initiative and sound independent judgment within established guidelines; prioritize work and coordinate several work activities; learn organization, procedures and operations of the city as necessary to assume assigned responsibilities; understand, interpret, apply and explain department policies, procedures and rules; learn services and resources available to the public; explain, observe, identify and problem solve office operations and procedures for the public and with staff; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.

    Incumbents must possess the physical and mental capacity to work under the conditions described in this document and to perform the duties required by their assigned position.

    Education/Experience

    Any combination of education and/or experience that has provided the knowledge and skills necessary to satisfactory job performance would be qualifying.

    Office Specialist I: A typical way to obtain the required knowledge and skills would be: completion of the twelfth grade or equivalent.

    Office Specialist II: In addition to the above, two years of general clerical experience.

    Licenses/Certificates/Special Requirements

    Possession of, or ability to obtain by time of appointment, a valid California driver's license may be required.

    Physical and Environmental Demands

    Please note: physical demands vary for specific departments.

    Rare = 66%

    Sitting: Frequent
    Walking: Occasional
    Standing: Occasional
    Bending (neck): Occasional to Frequent
    Bending (waist): Occasional
    Squatting: Rare - to access low drawers
    Climbing: Rare - stairs/step stool
    Kneeling: Rare
    Crawling: Never
    Jumping: Never
    Balancing: Never
    Twisting (neck): Occasional
    Twisting (waist): Occasional
    Grasp - light (dominant hand): Up to Frequent
    Grasp - light (non-dominant): Occasional
    Grasp - firm (dominant hand): Rare - general position - see notes below
    Grasp - firm (non-dominant): Rare - general position - see notes below
    Fine manipulation (dominant): Frequent - keyboard, writing
    Fine manipulation (non-dominant): Occasional - keyboard
    Reach - at/below shoulder: Occasional
    Reach - above shoulder level: Rare

    Push/pull:
    Up to 10 lbs. Rare
    11 to 25 lbs. Rare
    26 to 50 lbs. Never
    51 to 75 lbs. Never
    76 to 100 lbs. Never
    Over 100 lbs. Never

    Lifting:
    Up to 10 lbs. Rare
    11 to 25 lbs. Rare
    26 to 50 lbs. Never
    51 to 75 lbs. Never
    76 to 100 lbs. Never
    Over 100 lbs. Never

    Carrying:
    Up to 10 lbs. Rare
    11 to 25 lbs. Never
    26 to 50 lbs. Never
    51 to 75 lbs. Never
    76 to 100 lbs. Never
    Over 100 lbs. Never

    Coordination:
    Eye-hand: Required
    Eye-hand-foot: Not-Required
    Driving: Required (some departments)

    Vision:
    Acuity, near: Required
    Acuity, far: Required
    Depth perception: Required
    Accommodation: Required - when driving
    Color vision: Required - when driving
    Field of vision: Required - when driving

    Talking:
    Face-to-face contact: Required
    Verbal contact w/others: Required
    Public: Required

    Hearing:
    Normal conversation: Required
    Telephone communication: Required
    Earplugs required: Not required

    Work environment:
    Works indoors, works outdoors (when driving), exposure to extreme hot or cold temperature (outdoors), working at unprotected heights (ladder for record retention), exposure to slippery or uneven walking surfaces (outdoor), using computer monitor, works around others, works alone, works with others.

    Class Code: Level I: 8375; Level II: 8380
    FLSA: Non-exempt
    EEOC Code: 6
    Barg. Unit: CFEA
    Probation: 12 months
    Rev.: 11/15

    The City of Fremont offers a comprehensive benefit package including general and holiday leave as well as medical, dental, vision, life, and long/short-term disability insurance.

    To view a summary of the benefits the City offers, please visit: City of Fremont Benefits Summary

    Closing Date/Time: 12/3/2024 12:00 PM Pacific
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    Please mention you found this employment opportunity on the CareersInGovernment.com job board.

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