Senior Office Specialist - one full-time position and one limited-term 18 months position

There are currently two (2) openings for the position of Senior Office Specialist. One position is in the Library & Cultural Arts Department and the other is a limited-term position (18 months) in the Public Works Department.

Under general supervision, the Senior Office Specialist performs a variety of typing, data entry, record keeping, and general clerical work. Performs other related responsibilities as required.

Senior Office Specialist is the specialized class requiring in-depth knowledge of a skill level, e.g., word processing, spreadsheet program; or knowledge of a technical area; or broader scope of clerical/secretarial responsibilities, e.g., entry level secretarial in a small or limited program area. Generally, this level requires more formal training or a longer period of exposure to the department operations in order to learn the more technical or detailed procedures. Incumbents work independently under broad guidelines and are expected to handle a wide variety of situations with review of overall results. Depending upon assignment, may provide instruction or assistance to lower-level staff in a lead capacity.

Senior Office Specialist in the Library and Cultural Arts Department

• This position is located at the Cole Library, 1250 Carlsbad Village Drive
• This position is Monday - Friday from 8 a.m. to 5 p.m. Some flexibility is permitted
• Role includes providing administrative support to two Deputy Library Directors, as well as staff
• The department has two advisory groups, the Library Board of Trustees and the Arts Commission. The Senior Office Specialist will play a key role preparing agendas, acting as clerk for public facing meetings and completing minutes and other documents for each meeting.

Senior Office Specialist (Limited Term 18 months) in the Public Works Department - Utilities Division

• This position is located at the Carlsbad Municipal Water District, 5950 El Camino Real
• This position is Monday - Friday from 8 a.m. to 5 p.m. and is primarily in person, not telework.
• Role includes phone reception, although the office building is not open to the public.
• This position is for a limited term of 18 months.

You belong in Carlsbad:
The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experiences, values, and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal

(These are representative duties and the emphasis on certain duties will vary depending on the job assignment.)

Prepare a variety of documents in draft and final form, such as, correspondence, standard forms, charts, and reports using a computer or typewriter; perform data entry; type from written, recorded, or printed sources and/or oral instructions; proofread materials for correct grammar, spelling, and punctuation.

Prepare, validate, process, and/or check a variety of documents and records, such as invoices, requisitions, application forms, and public notices for completeness, accuracy, and submission standards; compile and record fiscal transactions or payroll records according to established procedures; may keep petty cash.

Receive the public/staff to answer questions and calls; determine how incoming calls should be routed; direct people to appropriate offices; answer routine questions; explain established procedures, processes, or departmental activities; distribute and explain forms, such as applications; schedules appointments, training, or examinations; obtain information to create or update files.

Maintain records by transferring data, calculating totals and subtotals; or process technical records reviewing documents for completeness and consistency; complete standard forms; maintain cross reference files by assigning or checking filing codes to items based upon material/document content; maintain logs of processed materials. Operate and maintain automated and manual data systems in this record keeping function.

Compile reports by extracting and/or tabulating information from a variety of sources, such as files, correspondence, meeting notes, logs, previous reports, and/or oral instructions.

Sort and/or file materials, such as, correspondence, applications, documents, employee records; time stamp and distribute mail; prepare mailings; maintain cross reference files or indexes; purge filing system and destroy or archive purged records.

Operate a variety of office equipment, such as photocopiers, computers and peripheral equipment; may perform equipment/system maintenance checks; may receive and transmit messages by two-way radio.

Collect fees and payments and prepare deposits.

Provide instruction and/or assistance to others in the performance of related tasks.

Perform other related duties as assigned.

To perform a job in this classification, an individual must be able to perform the essential duties as generally described in the specification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties in a specific job. The requirements listed below are representative of the knowledge, skill and/or ability required.

Knowledge of:

• Modern office equipment, methods and procedures.
• Proper English usage, punctuation, grammar and spelling.
• Thorough knowledge of department policies, procedures, and rules as it relates to the assigned work.
• Thorough knowledge of software applications, e.g., word processing, spreadsheet or database management, as it relates to the assigned work.

• Keyboarding at 40 wpm net corrected speed from clear copy.

• Demonstrate excellent customer service.
• Use correct English grammar, punctuation, and spelling.
• Maintain electronic records and manual data systems.
• Alphabetize or numerically/chronologically sort materials.
• Communicate effectively in oral and written form.
• Develop and maintain effective working relationships.
• Learn the policies and procedures of the assigned department unit as related to position responsibilities.
• Understand and carry out oral and written directions.
• Apply and explain policies and procedures related to the job assignment within the standard guidelines.
• Work independently.
• Maintain records and perform assigned program activities in accordance with established practices and general instructions.
• Apply and exercise discretion and judgment in resolving problems.

Any combination equivalent to experience and education that could likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required knowledge, skills, and abilities would be: