Housing Authority of the County of San Mateo Hiring for Office Specialist Job at Belmont, CA Full Time

Distinguishing Characteristics:

This is the technical specialist level in the office support series. Positions in this class require a definable body of knowledge and skills which exceed those required by other office support workers and is not normally learned on the job in a brief period. Responsibilities include the performance of complex, technical or specialized office support work requiring the regular use of independent judgment and initiative. Lead direction of others is not a regular part of the job, although project or relief leadership may be required.

Example of Duties:

Duties may include, but are not limited to, the following:

• Perform difficult, complex, technical and/or specialized office support work, which may require the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the team to which assigned.
• Research and assemble information from a variety of sources for the completion of forms or the preparation of reports; make arithmetic or statistical calculations.
• Provide information to the public that requires the use of judgment and the interpretation of policies, rules or procedures.
• Organize, maintain and purge various departmental files.
• Prepare or compose correspondence, reports, forms, and specialized documents from drafts, notes, or brief instructions, using a computer.
• Proofread and check various document types for accuracy, completeness, and compliance with departmental policies and regulations.
• Enter and retrieve data and prepare reports using an on-line or personal computer system; review such reports for accuracy and make corrections as required.
• Operate standard office equipment such as copiers and scanners.
• Oversee and personally perform a variety of office administrative details such as evaluating needs for office supplies and ordering office supplies, arranging for the repair of equipment, transmitting information to program participants and landlords, and keeping reference materials up to date; may arrange meetings by notifying participants and reserving rooms, etc.
• Receive and screen telephone calls and direct callers to the appropriate person or personally handle the calls.
• Monitor emails and voice mail daily and respond to inquiries accordingly and/or direct inquiries to appropriate staff.
• Act as a receptionist and receive and screen visitors; communicate effectively and professionally with a diverse population.
• May train others in work procedures or direct the work of others on a project or relief basis.
• Perform related duties as assigned.

Knowledge of:

• Office administrative practices and procedures, including filing, document management and the operation of standard office equipment.
• Basic business data processing principles and the use of computer system.
• Policies and procedures related to the team to which assigned.
• Proper form for typed materials.
• Business arithmetic, including percentages and decimals.
• Correct English usage, including spelling, grammar and punctuation.
• Record keeping principles and procedures.

Skill/Ability to:

• Perform technical, specialized, complex or difficult office support work.
• Organize, prioritize and coordinate work activities.
• Read, interpret and apply rules, policies and procedures.
• Organize research and maintain office files.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Compose routine correspondence from brief instructions.
• Make arithmetic calculations with speed and accuracy.
• Use initiative and sound independent judgment within established guidelines.
• Operate standard office equipment, including a personal computer with applications, and centralized telephone equipment.

Experience and Education:

Ideal candidates will have a minimum of one year of general clerical, office assistant, customer service, and/or computer experience; however, any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying.

Job Type: Full-time

Pay: $55,681.00 – $69,602.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
Air purifiers in place throughout the office, partitions between each work area, sanitizing of office done routinely. Masks and social distancing encouraged.

Ability to commute/relocate:

• Belmont, CA 94002: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What strengths do you possess that you feel will be beneficial if you were selected for this position?
• Please describe your computer skills and the software applications/programs with which you’re familiar.
• What is your experience in technical or complex office support duties? Please be as specific as possible.

Education:

• High school or equivalent (Preferred)

Work Location: One location