9/01

City of San José

PRINCIPAL OFFICE SPECIALIST (1116)

PRINCIPAL OFFICE SPECIALIST (Part time) (1121)

 

CLASS CODE: 1116

1121 (PT)

    
DEPARTMENT:

Varies		 ACCOUNTABLE TO:

Varies		 FLSA STATUS: Non-exempt 

CLASS SUMMARY:

   Performs a variety of office clerical and administrative tasks requiring a high level of expertise in a major administrative program. May act as a lead to Office Specialist I and II, Sr. Office Specialist and other lower level clerical classifications. Performs related work as required.

DISTINGUISHING CHARACTERISTICS:

   The class of Principal Office Specialist is the fourth level in the six level Office Administration series. This class differs from Senior Office Specialist in that the latter class performs duties of lesser scope and responsibility and works less independently. The Principal Office Specialist may perform as an individual contributor with a high level of expertise in a major administrative program or the lead of a clerical function that includes senior office specialists. A dual career path is available for this classification; there is a Staff Specialist responsible for paraprofessional administrative work in various areas of public administration and a Supervisor, Administration who has full supervisory responsibility over 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 three years of experience in varied office clerical work.

Minimum Knowledge, Skills and Abilities (position requirements at entry and depending on area of assignment):

Desirable Qualifications (likely to contribute to more successful job performance; can often be learned on the job):

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
1. Provides customer service duties by telephone or in person requiring a thorough knowledge of the organization and applicable procedures, laws, rules, and regulations. Customers may be employees, the public, or other departments. Refers individuals to the appropriate staff member or department, gives out a variety of information and written materials; helps individuals fill out a variety of forms that may be complex, takes ownership for resolving complaints and questions by investigating and analyzing the issue, researching information and providing feedback to the customer; makes follow-up calls to ensure issues are resolved.

 Daily
2. Maintains up-to-date information about the organization’s or program’s services; develops reports on trends from this data; communicates this information to management and customers.  Daily
3. Provides feedback and suggestions to supervisor to assist in development of improvements in service delivery to customers and improvements in administrative processes.  Daily
4. Assembles and verifies data and information in complex reports (such as financial or statistical reports and contractual agreements), records and databases; gathers information and data from other sources such as other departments, or outside agencies; independently prepares summaries, tabulations, or reports of data and information.  Daily
5.  Processes and reviews documents, including complex documents that may be legal or technical in nature and may have legal implications and deadlines; recommends changes to documents, as appropriate.  Daily
6. Sets up complex filing and recordkeeping systems and procedures, including retention control procedures and automated recordkeeping systems.  Daily
7. Interfaces with a wide variety of employees, managers, vendors, public agencies, and other outside organizations to obtain administrative services or materials, obtain or report information, conduct surveys or perform other related administrative tasks.  Daily
8. Independently prepares and drafts basic memorandums, meeting notes and other documents; answers correspondence, prepares summaries of records, minutes, and other documents without destroying the meaning; compares a variety of documents such as purchase orders, receiving clips and others to check for arithmetical accuracy and general completeness.  Daily
9. Operates a variety of standard office equipment including but not limited to computers, telephones, online computer terminals, duplicating machines, fax machines, and calculators.  Daily
10. Utilizes a wide variety of computer applications and equipment including, but not limited to, some or all of the following: online computer systems, word processing software, database systems, automated recordkeeping systems, automated tracking programs, spreadsheets, presentation and graphics software.  Daily
11. Performs a variety of other clerical duties such as screening and distributing mail, order supplies, entering data, etc.

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

As Required
13. May act as a lead, assigning, scheduling and checking work, providing technical direction, determining priorities, and training staff. As a lead, may sign timecards and may give input to the supervisor regarding hiring, promotion, termination and discipline of employees.

As Required
14. 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:

Formerly Supervising Office Specialist (1116)

Revised 9/01, s004