Administrative specialist Jobs in Santa Clara, CA

Salary : $47,149.56 - $55,173.36 Annually

Location : Compton, CA

Job Type : Full-Time

Job Number : 24-25 : 46

Department : Parks & Recreation and Special Services

Opening Date : 02 / 25 / 2025

Closing Date : 3 / 16 / 2025 11 : 59 PM Pacific

Max Number of Applicants : 200

GENERAL PURPOSE

Under general supervision, performs specialized administrative, secretarial and clerical work in support of assigned department or office; types and proofreads documents and correspondence; performs a variety of administrative and financial support functions; provides information and assistance to the public regarding departmental policies and procedures; and performs other related duties.

SUPERVISION RECEIVED / EXERCISED

SUPERVISION RECEIVED / EXERCISED : Works under the general supervision of the departmental supervisor or other management personnel; may provide direction, training, guidance, and assistance to lower-level office support personnel.

DISTINGUISHING CHARACTERISTICS : This is the advanced journey level in the Office Support Specialist job series. This class may be distinguished from the lower-level (Office Support Specialist) by the greater complexity and difficulty of work performed, which requires knowledge of departmental operations and procedures. Work is performed under general supervision.

PRIMARY DUTIES AND RESPONSIBILITIES

The following essential functions are those that are critical, integral, necessary, crucial, primary and fundamental to the job. Incumbents who possess the requisite skill, experience, education, and other job-related requirements of a position are expected to perform the essential functions of the job with or without a reasonable accommodation.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Performs specialized account record keeping; prepares invoices for payment; resolves billing problems; updates and distributes bid specification packages; maintains contract files; process annual and interim housing assistance payments to property owners and lease agreements.
• Records and monitors revenue and expenditures; prepares and tracks purchase requisitions for payment to vendors. Processes partial payment of special check requests.
• Maintains payroll information; processes time cards; records absence requests, vacation and overtime; tracks employee work schedules; updates personnel records; types employee evaluations; assists in orienting new employees to division practices procedures.
• Prepares, types and proofreads a variety of documents including general correspondence, agendas minutes, public hearing notices, affidavits, reports, memoranda, and statistical charts from rough draft or verbal instruction.
• Responds to requests for information via mail, phone or in-person; gathers appropriate forms and documents, searches for and copies documents from archived records and forwards to requestor.
• Conducts a variety of general office duties including processing departmental mail, ordering office supplies; processes and coordinates travel arrangements and reimbursements.
• Maintains forms, records, reports, correspondence files, and related information in a systematic manner.
• Maintains inventory of supplies and prepares a list of supplies to be ordered.
• Copies, distributes and files paperwork, such as meeting minutes, contracts, performance review forms, timesheets, and general correspondence.
• Logs and tracks paperwork, such as permits, applications and plan checks; may issue permits.
• Depending upon area of assignment, may provide direction, training, guidance and assistance to lower-level office support personnel; coordinates daily work activities; organizes, prioritizes, and assigns work;; monitors status of work, inspects completed work, and troubleshoots problem situations; assists lower-level office support personnel with questions / problems.
• Maintains and enforces all aspects of security and confidentiality of records and information.
• Performs other duties as assigned or required.

MINIMUM QUALIFICATIONS

Education and Experience :

Possession of a High School diploma, G.E.D. or equivalent, AND three (3) years of general clerical, bookkeeping or administrative support experience; OR an equivalent combination of education and experience.

Required Licenses or Certifications :

Required Knowledge of :

Required Skill in :

Physical Demands / Work Environment :

EXAMINATION

The purpose of this examination is to establish an eligible list from which vacant position(s) may be filled.

Phase one (1) is a written examination (weighted 50%) which will measure all or portions of the above knowledge, and skills. Phase two (2) is an oral examination (weighted 50%) that will be administered by an appraisal panel to evaluate professional qualifications, background and suitability. A passing score for each phase is 70%. Each candidate will be notified via e-mail of their status at each step of the recruitment.

The City of Compton reserves the right to utilize alternative testing methods, if deemed necessary. Failure in one phase of the examination shall be grounds for declaring the applicant as failing in the entire examination, and as disqualified for subsequent parts of an examination.

GENERAL INFORMATION TO EXAMINATION APPLICANTS

The City of Compton does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or provisions of services.

Applicants with disabilities who require special testing arrangements must give advanced notice to the Human Resources Department prior to the final filing date.

ELIGIBLE LISTS

Recruitment may be conducted on a (a) promotional basis, (b) open-competitive basis, or (c) promotional and open-competitive basis simultaneously. All candidates who attain an overall score of at least 70.00 (open-competitive) and at least 75.00 (promotional) will be placed in rank order on the relevant eligible list(s).

PLEASE NOTE :

All permanent City employees that attain an overall score of at least 75.00 will be placed on both the promotional eligible list and the open-competitive eligible list. All City employees that attain a score of 70.00 on EACH PHASE of the examination but an overall score of less than 75.00 will be placed on the open-competitive eligible list only.

Each eligible list shall remain in effect one (1) year from the date of its establishment unless it is extended, abolished or exhausted. Whenever possible, three (3) names are certified to fill any one (1) vacant position. No candidate may be certified more than three (3) times for any one classified position. When certifying eligible lists to appointing powers, the promotional eligible list takes precedence over the open-competitive eligible list. A department manager's recommendation for employment is subject to the City Manager's approval.

EXAMINATION APPEAL PROCEDURE

A candidate may, within five (5) days after taking the written examination, file in writing with the City Manager an appeal against any part of the test, citing the item or items against which the appeal is directed, and the reason(s) for such appeal. The Personnel Board will consider appeals from the decisions and ratings of qualifications appraisals (interview) boards if such appeals meet the conditions described in the Personnel Rules and Regulations (Section 6.8).

EXAMINATION RECORDS

All examination papers, including the employment application, resume, and other attachments submitted by candidates are the property of the Personnel Board and are confidential records which may be open to inspection only for purposes and under conditions established by the Personnel Board.

VETERAN'S PREFERENCE

In all entrance examinations (open-competitive only) for positions in the Classified Service, veterans who served in the armed forces of the United States during time(s) of war, and who attain an overall passing score in the examination are allowed additional preferential credit in accordance with the Personnel Rules and Regulations. In order to claim veterans' credit, the applicant must submit proof of service and honorable discharge (showing specific dates of service) on a U.S. Military form (DD-214) at the time of application or not later than the final filing date for the examination.

FRINGE BENEFITS

The City's comprehensive fringe benefits program includes : retirement (Public Employees' Retirement System), medical, dental, life and vision insurances, deferred compensation, sick and vacation leaves, after-hours education reimbursement, ride share program, uniform allowance and other provisions.

The City of Compton offers an excellent benefits program which includes membership in the California Public Employees' Retirement System (PERS); family-covered insurances : dental, health, vision; life insurance (for employee only); Employee Assistance Program; auto allowance; seven personal leave days; 15 holidays (including birthday); vacation; sick leave; bereavement leave; educational reimbursement; personal development; deferred compensation; 4 / 10 work week. The City also pays the employee's 8% share (9% for Fire personnel only) of contribution towards retirement.

Retirement :

Employees hired after January 1, 2013, who are new to CalPERS, or are returning members with a break in service greater than six months, will be enrolled in the 2% @ 62 retirement plan and will be required to pay up to 50% (currently 6.5%) of the normal PERS cost.

Dental :

The City pays 100% of the full family monthly premium towards the HMO dental insurance plan.

Health :

The City pays 100% of the full family monthly premium based at Kaiser's Los Angeles area rates. Employees selecting health plans with higher monthly premiums than Kaiser Los Angeles area will incur out-of-pocket costs.

Vision :

The City offers a voluntary vision insurance plan.

Life :

The City pays 100% of the monthly premium for employee only towards $45,000 life insurance coverage.

Employee Assistance Program :

Provides confidential counseling, education and referral for work and life issues at no cost to the employee; subject to program provisions.

Personal Leave Days :

Employees are allowed to designate up to three (3) days or 24 hours of accrued sick leave as personal leave per calendar year.

Holidays :

Fifteen (15) per fiscal year which include : Independence Day, Labor Day, Admissions Day, Veteran's Day, Thanksgiving Day, Thanksgiving Day (day following), Christmas Day, New Year's Day, Dr. Martin Luther King Jr.'s Birthday, Lincoln's Birthday, Washington's Birthday, Cinco de Mayo, Memorial Day, Employee's Birthday, Cesar Chavez Day

Sick :

Employees accrue eight hours of sick leave per month.

Bereavement :

Three working days (or five working days for out of State services) per incident for the death of an immediate family member : spouse, father, current father-in-law, mother, current mother-in-law, grandfather, grandmother, son, daughter, brother, sister, step-mother, step-father, step-son and step-daughter).

Educational Reimbursement :

Employees receive up to $2,000 per fiscal year for job-related courses.

Deferred Compensation :

4 / 10 Work Week : The City of Compton observes a 4 / 10 work week schedule : Monday - Thursday : 7 : 00 a. m. - 6 : 00 p. m. We are closed each Friday.

Do you have a high school diploma, GED or equivalent?

Do you have at least three (3) years of general clerical, bookkeeping or administrative support experience?(Note : Your application must reflect the required experience clearly)

This brings you to the end of your application. Before submitting your application, please make sure you have done the following : 1. Read the entire job description and understand the position you are applying for.2. Read the Minimum Qualifications and clearly state your relevant experience and education on your application; including any licenses and / or certificates if applicable.(Note : resumes will not be reviewed in lieu of a completed application.)3. Attach any proof of education, licenses and / or certificates if applicable.4. Completed all sections of the application and answered all questions thoroughly.

Required Question