Senior Office Specialist (Part-Time)

Senior Office Specialist

Are you looking for a new challenge in a team-oriented office environment? Do you have exceptional office support skills and experience? If so, the City of Lake Forest is looking for a hardworking, organized individual to fill a part-time Senior Office Specialist position within the City Clerk's Department. The ideal candidate will have experience working with the public and be a creative problem solver who is willing to act independently within the guidelines established by the City. This position shall remain as a part-time position only. Expected working hours are 20-25 hours per week, Monday Friday. Schedule will be determined with the City Clerk upon hire.

Closing Date : Friday, October 31, 2025 at 6 : 00 PST

Interviews are scheduled to be held week of November 10, 2025. Schedule may adjust pending departmental needs.

This position is subject to close at anytime. Prompt application is encouraged.

Examples of Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

• Types, word processes, formats, edits, revises, proofreads, and processes a variety of documents and forms including general correspondence, notices, reports, permits, memos, statistical charts and other documents from rough draft or verbal instructions; composes routine correspondence; copies, disseminates, and posts documents and information as appropriate.
• Assists the general public, City staff, and outside groups and agencies by providing information related to specific program area of assignment; receives office and telephone callers; responds to complaints and requests for information relating to assigned responsibilities; refers callers to appropriate City staff for further assistance as needed.
• Provides information and forms to the public; collects and processes appropriate information; applies applicable policies and procedures in determining completeness of applications, forms, records, and reports.
• Compiles, prepares, and enters data into a computer from various sources including accounting, statistical, and related documents; inputs corrections and updates; verifies data for accuracy and completeness; assists in the compilation of reports.
• Maintains accurate and up-to-date office files and records for assigned areas; prepares and monitors various logs, accounts, and files for current and accurate information including manual and computer logs of documents processed, calls and complaints received, applications for permits and licenses, and other requests; organizes and maintains filing systems; collects information and prepares regular and periodic statistical reports.
• Processes mail including receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages.
• Sorts, assigns codes, cross-references, duplicates, and files a wide variety of City records, documents, and other materials for area of assignment.
• Operates a variety of office equipment including a computer, typewriter, copier, facsimile machine, and adding machine; utilizes various computer applications and software packages.
• May ensure maintenance of office equipment and order office supplies.
• May update binders and bulletin boards of codes, regulations, meeting minutes, and notices; maintain up-to-date file listings, indexes, cross-references, and emergency cards.
• May assist in scheduling and coordinating special events, training, and seminars.
• Performs a variety of imaging activities for official City documents; organizes and scans official documents and vital records into the Electronic Imaging System for archiving.
• Conducts quality control inspection of scanned documents and imaging index fields to identify mis-scans and documents that are not fully legible.
• Collates and prepares complex documents, reports, and data packages.
• Perform senior office specialist duties in a variety of departments as needed.
• Performs related duties as required.

Typical Qualifications

The following generally describes the knowledge and ability required to enter the job and / or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of : Office administration practices and procedures; principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation; City organization, ordinances, rules, policies and procedures applicable to departmental operations; basic functions of public agencies, including the role of an elected Council and appointed boards and commissions; rules and procedures governing the notice and conduct of public meetings; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; record keeping, filing and purchasing practices and procedures; methods and techniques of proper phone etiquette; mathematical principles; basic principles of business letter writing and report preparation.

Ability to : Perform a variety of clerical and office support duties of a general nature for an assigned office; learn the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities; correctly interpret and apply general administrative and departmental policies and procedures operate office equipment including computers and supporting word processing, spreadsheet, and database applications; type accurately at a speed necessary to meet the requirements of the position; learn and effectively utilize various software applications; learn and apply new information and skills; operate a multi-line telephone system; organize, set priorities and exercise sound independent judgment within areas of responsibility; interpret, apply, explain and reach sound decisions in accordance with laws, regulations, policies and procedures; organize and maintain office and specialized files; compose routine correspondence from brief instructions; understand and follow written and oral instructions; prepare clear, accurate and concise records and reports; use tact and discretion in dealing with sensitive situations and concerned people and customers; communicate clearly and concisely, both orally and in writing; establish and maintain effective professional working relationships with those contacted in the course of work.

Licenses / Certificates / Special Requirements : A valid Class C California Driver's License and the ability to maintain insurability under the City's Vehicle Insurance Policy.

Education / Training / Experience : A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent and two years of increasingly responsible office support or secretarial experience; or an equivalent combination of training and experience. Experience in a municipal government setting is highly desirable.

Supplemental Information

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands : While performing the duties of this class, the employee is regularly required to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and / or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Specific hearing abilities required by this job include hearing in the normal audio range with or without correction. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Mental Demands : While performing the duties of this class, the employee must be able to use written and oral communication skills; read and interpret data, information and documents; interpret policies and procedures; use math and mathematical reasoning; learn and apply new information or new skills; work under deadlines with constant interruptions; and interact with the general public, outside organizations, business representatives, employees, and others encountered in the course of work, including occasionally dealing with conflict situations.

Work Environment : The employee primarily works in a standard office setting.