Office Specialist II/ (1130) IIC(1131) II(1132 PT) IIC(1134 PT)

CLASS CODE:	See Above
DEPARTMENT: Varies		ACCOUNTABLE TO: Varies	FLSA STATUS: Non-Exempt
CLASS SUMMARY: Under general supervision, performs a variety of office clerical tasks of routine difficulty. Performs related work as required.
DISTINGUISHING CHARACTERISTICS: The class of Office Specialist II is the second level in the six level Office Specialist series. This is the fully qualified level of office clerical work, differing from the Office Specialist I in that incumbents of the latter work under close supervision, performing routine duties that are governed by established procedures that need to be learned. The Office Specialist II has learned these basic procedures and can perform routine duties with less supervision; this classification is also capable of performing a greater variety of duties. This class differs from the next higher class of Senior Office Specialist in that incumbents of the latter class are assigned varied tasks of greater difficulty and complexity and may have lead responsibility for other Office Specialists.
QUALIFICATIONS: (These qualifications are typically required. An equivalent combination of education, experience, knowledge, skills, and abilities sufficient to satisfactorily perform the duties of the job may be substituted.)
Education and Experience: Completion of high school or equivalent such as General Education Diploma (GED) or California Proficiency Certificate and one year of experience in office clerical work.
Minimum Knowledge, Skills and Abilities (position requirements at entry and depending on area of assignment): Knowledge of basic English, spelling, vocabulary, grammar, punctuation and records management. Knowledge of office practices and procedures. Knowledge of filing, indexing, cross-referencing, and records management. Ability to learn computer applications and systems as needed. Ability to operate computers and other modern office equipment. Ability to understand and follow oral and written instructions. Ability to make simple arithmetic calculations quickly and accurately
Desirable Qualifications (likely to contribute to more successful job performance; can often be learned on the job): Ability to deal tactfully and courteously with the public. Knowledge of City departments and operating procedures. Ability to maintain effective working relationships with others. Ability to utilize electronic mail systems. Ability to organize, coordinate and complete tasks to meet scheduled deadlines. Ability to perform necessary procedural matters without immediate supervision.

DUTY NO.	TYPICAL CLASS ESSENTIAL DUTIES: (These duties and estimated frequency are a representative sample; position assignments may vary depending on the business needs of the department.) Duties may include, but are not limited to, the following:	FRE- QUENCY	BAND/ GRADE

1.	Provides customer service, including acting as a receptionist; refers individuals to the appropriate staff member, gives out a variety of information and written materials; helps the public fill out standard forms, responds to complaints by providing information or ensuring that individuals are properly referred to someone who can assist them.	Daily

2.	Answers telephone calls, takes messages, and refers telephone calls to appropriate person; answers questions and provides a variety of information over the telephone.	Daily

3.	Assembles and verifies data and information in reports, records and databases; gathers basic information and data from other sources such as other departments, or outside agencies; prepares summaries, tabulations, or reports of data and information.	Daily

4.	Performs data entry and types documents, including utilization of word processing, spreadsheets, database systems, presentation software and other systems; reviews documents for accuracy.	Daily

5.	Sets up basic filing systems and procedures; maintains and updates files, forms, records, inventories and documents, including complex files such as those of a legal or technical nature; updates logs and tracking systems; retrieves records and documents as requested.	Daily

6.	Codes items for posting, entering or listing; makes arithmetical calculations; maintains diversified records, including employee time and assignment records.	Daily

7.	Prepares and drafts basic memorandums, correspondence, meeting notes and related forms, records or documents; compares a variety of documents such as purchase orders, receiving clips and others to check for arithmetical accuracy and general completeness.	Daily

8.	Operates a variety of standard office equipment including but not limited to computers, telephones, computer terminals, duplicating machines, fax machines, and calculators.	Daily

9.	Opens, sorts, and distributes mail.	As Required

10.	Orders, maintains and issues supplies.	As Required

11.	May receive cash payments and make change; prove and balance cash receipts.	As Required

12.	May assist in the training of less experienced workers.	As Required

13.	Performs other duties of a similar nature or level.	As Required

PHYSICAL REQUIREMENTS (Check all that apply to performance of the essential duties of the job)

	Climbing		Kneeling		Crawling
	Balancing		Lifting	X	Reaching
X	Stooping	X	Fingering	X	Standing
X	Talking		Grasping	X	Walking
X	Hearing		Feeling	X	Pushing
	Crouching

Depending on assignment, this classification may be sedentary or Light.

__X___Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

___X__ Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

_____Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

_____Heavy Work: Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.

_____Very Heavy Work: Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects.

CLASSIFICATION HISTORY:

Revised 9/01; s003