Senior Office Specialist - Citywide

Senior Office Specialist

The City of San Jose, the Capital of Silicon Valley, is a top-ten city in which to live, work, and do business. The employees of the City of San Jose have embraced the values of integrity, innovation, excellence, collaboration, respect, and celebration.

This is a class-based recruitment. Candidates who meet the minimum qualifications for the Senior Office Specialist classification will be added to the active Qualified Candidate Group and contacted when a department-specific vacancy becomes available. This candidate pool will supersede any active list. If you are in the current Qualified Candidate Group, you will need to reapply in order to be considered for future vacancies.

Senior Office Specialists perform a variety of office clerical tasks of moderate difficulty which can include customer service duties in a major call center or a major customer service function where public contacts involved require more knowledge of the work of the division than the giving of routine information. The Senior Office Specialists may act as a lead to the classifications of Office Specialist I and II.

Duties may include but are not limited to :

• Provides customer service duties requiring knowledge of organization and applicable procedures, laws, rules, and regulations. Customers may be employees, the public, or other departments.
• Answers and screens telephone calls, takes messages, and refers telephone calls to appropriate person; answers questions and provides a variety of information over the telephone that requires knowledge of the organization, applicable, procedures, laws, rules, and regulations.
• Assembles and verifies data and information in complex reports (such as financial or statistical reports and contractual agreements), records and databases; gathers information and data from other sources such as other departments, or outside agencies; independently prepares summaries, tabulations, or reports of data and information.
• Performs data entry and types documents, including utilization of word processing, spreadsheets, database systems, presentation software and other systems; reviews documents for accuracy; may also review for content.
• Sets up complex filing systems and procedures, including retention control procedures and automated record keeping systems; maintains and updates files, forms, records, inventories and documents, including personnel files and complex files such as those of a legal or technical nature; updates logs and tracking systems; retrieves records and documents as requested.
• With very little review, codes items for posting, entering or listing; makes arithmetical calculations; maintains diversified records, including employee time and assignment records; prepares and distributes a variety of documents with legal implications and deadlines.
• Independently prepares and drafts basic memorandums, meeting notes and other documents; answers correspondence, prepares summaries of records, minutes, and other documents without destroying the meaning; compares a variety of documents such as purchase orders, receiving clips and others to check for arithmetical accuracy and general completeness.
• Operates a variety of standard office equipment including but not limited to computers, telephones, computer terminals, duplicating machines, fax machines, and calculators.

Minimum Qualifications :

Other Qualifications :

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history :

Selection Process : The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to all the job specific questions. You must answer all questions to be considered or your application may be deemed incomplete and withheld from further consideration. Applicants are expected to write their own essays / responses. Please be advised that use of AI content in your responses may result in your removal from the hiring process. Only those candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

If you have questions about the duties of these positions, the selection or hiring processes, please contact Jennifer Macias at Jennifer.Macias1@sanjoseca.gov.