Office Specialist - Bilingual (Spanish) Required

Salary: $4,252.00 - $5,168.00 Monthly
Location : Irwindale, CA
Job Type: Full-Time
Job Number: 24-36
Department: Administration
Opening Date: 10/14/2024
Closing Date: 10/28/2024 6:00 PM Pacific
Max Number of Applicants: 100
Description
Deadline to Apply: Monday, October 28, 2024 at 6:00 p.m. or
until 100 qualified applications have been received (whichever comes first)
**BILINGUAL SPANISH REQUIRED**
Excellent Benefits Package
Health, Dental, and Vision Premiums Paid at 100% for Employee and Eligible Dependents
Choice of CalPERS Health Plans
Retiree Medical (subject to vesting)
Bilingual Pay, Education Incentive, Tuition Reimbursement Program
Under general supervision, performs a wide variety of general or specialized office support, clerical, and routine administrative and programmatic work in support of assigned department, division, or function; receives and directs telephone calls and visitors; relieves assigned staff of clearly defined and delegated administrative or technical detail; sorts, logs, and maintains a variety of files and records; assists citizens and the general public; provides information related to specific area of assignment; and performs additional duties as required to address business needs and changing business practices.
Examples of Duties
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Provides front counter assistance; screens office visitors and provides information within area of assignment; distributes appropriate forms and manuals; accepts, processes, verifies, and reviews materials, applications, records, and reports for completeness and conformance with established regulations and procedures; collects fees and issue receipts; issues permits.
• Answers the telephone and routes calls to appropriate personnel; assists the general public and outside groups and agencies by providing information related to specific areas of assignment; directs customers to appropriate City divisions/departments as appropriate and necessary; coordinates with other departments on interrelated issues and projects.
• Types, proofreads, and creates a variety of documents and forms including general correspondence, reports, and memoranda from rough draft or verbal instruction; disseminates information as appropriate.
• Maintains accurate and up-to-date files and records for assigned areas; monitors various logs, accounts, and files for current and accurate information; organizes and maintains filing systems.
• Assists with compiling and assembling data and background materials for a variety of reports; researches records for various information.
• Performs a variety of routine clerical accounting and bookkeeping duties involved in financial record keeping and reporting for assigned area.
• Collects, issues receipts, and processes monies received including petty cash, cash and check payments; checks total cash receipts and balance to amounts entered in computer.
• Processes mail including receiving, sorting, and distributing incoming and outgoing correspondence.
• Maintains and orders supplies and materials for assigned office and programs; prepares purchase orders; receives invoices and checks for accuracy; processes payments.
• Provides back-up support for other administrative and clerical positions as necessary.
• Performs additional duties as required to address business needs and changing business practices.

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:

• Modern office procedures, methods and equipment including computers.
  
• Computer applications such as word processing, spreadsheet, and database applications.
  
• Methods and techniques of proper phone etiquette.
  
• Customer service techniques, practices, and principles.
  
• Mathematical principles.
  
• Basic business letter writing and the standard format for typed materials.
  
• Methods and techniques for basic report preparation and writing.
  
• Principles and procedures of record keeping and filing.
  
• English usage, spelling, grammar and punctuation.

Ability to:

• Perform varied office and clerical support duties and tasks.
  
• Type and enter data at a speed necessary for successful job performance.
  
• Learn the operations, services, and activities of specific program area.
  
• Learn, interpret, and apply administrative and departmental policies and procedures.
  
• Work cooperatively with other departments, City officials, and outside agencies.
  
• Respond tactfully, clearly, concisely, and appropriately to inquiries related to area of responsibility.
  
• Deal successfully with the public, in person and over the telephone.
  
• Courteously respond to community issues, concerns, and needs.
  
• Compile data and participate in the preparation of clear and concise reports.
  
• Set up and maintain a variety of files and records.
  
• Operate office equipment including computers and supporting word processing and spreadsheet applications.
  
• Plan and organize work to meet changing priorities and deadlines.
  
• Understand and carry out oral and written instructions.
  
• Work independently in the absence of supervision.
  
• Communicate clearly and concisely, both orally and in writing.
  
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education/Training:

• Equivalent to completion of the twelfth grade

Experience:

• Two years of responsible clerical experience involving a high level of public contact
  
• Prior experience in a City or municipal government is highly desirable

License or Certificate:

• Possession of a valid Class C California driver's license

Bilingual Skills in English/Spanish - The ability to translate and converse with fluency in both Spanish and English is required.
Supplemental Information
SELECTION PROCESS
Applications will be reviewed and only those candidates whose applications and resume most clearly demonstrate the job related experience, education, and training sought by the City shall be selected to move forward in the recruitment process, which may consist of a written exam, performance tests, and oral interviews.
APPLICATION PROCEDURE
Complete an online application at . The online application process allows you to attach electronic documents (i.e. resume, certifications) that you would like the hiring department to take into consideration when reviewing your application.
Please feel free to contact Human Resources at (626) 430-2200 or should you have any questions or need assistance.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout process.
All applicants must be legally eligible for employment in the United States. The provisions of this bulletin do not constitute an expressed or implied contract and any provision contained in this bulletin may be modified or revoked without notice. The City of Irwindale does not discriminate and is an Equal Opportunity Employer.
Insurance Benefits:

• Medical, Dental and Vision Insurance (premiums paid at 100% for employees and their eligible dependents)
• Life Insurance (premiums paid at 100% for employees and their eligible dependents)
• AD&D Insurance (premium paid at 100% for employee coverage only)

Retirement Benefits:

• CalPERS - California Public Employees' Retirement System
  • Classic members: 2% @ 55 formula, employee pays 100% of employee contribution rate (currently at 7%)
  • New members: 2% @ 62 formula, employee pays 50% of total normal cost

CalPERS pension calculation based on three-year average final compensation

Retiree medical benefit calculated based on employee's years of service and in accordance with CalPERS vesting resolution

Other Benefits Include:

• 96 hours of Vacation leave per year
• 96 hours of Sick leave per year
• 140 hours of Floating Holiday per calendar year
• Bilingual pay for Spanish or Sign Language proficiency at 2½% of salary
• Education Incentive Pay
• Deferred Compensation Plans
• Flexible Spending Account Program for medical and dependent care expenses
• Computer Loan Program
• Tuition Reimbursement Program
• Employee Assistance Program

01
ENGLISH/SPANISH BILINGUAL ABILITIES: Do you have fluent English/Spanish bilingual abilities? (Fluent means the ability to speak English and Spanish using correct grammar, translating accurately, conveying information correctly and clearly, etc.)

• Yes
• No

Required Question