Senior Office Specialist/(1135) (1137 PT)

CLASS CODE:	1135
DEPARTMENT: Varies		ACCOUNTABLE TO: Varies	FLSA STATUS: Non-Exempt
CLASS SUMMARY: Performs a variety of office clerical tasks of moderate difficulty, including customer service duties in a major call center or major customer service function. May act as a lead to Office Specialist I and II and other lower level clerical classifications. May act as a relief radio dispatcher. Performs related work as required.
DISTINGUISHING CHARACTERISTICS: The class of Senior Office Specialist is the third level in the five level Office Specialist series. This class differs from Office Specialist II in that an incumbent of the latter performs more routine work under closer supervision. The Senior Office Specialist may act as a lead to the classifications of Office Specialist I and II; may work in a customer service or call center function where public contacts involved require more knowledge of the work of the division than the giving of routine information. This classification differs from the Principal Office Specialist in that incumbents of the latter lead Office Specialists I , II and Senior Office Specialists and perform work of greater complexity and scope.
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 two years of experience in varied 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, records management, basic arithmetic, office practices and procedures, and complex filing systems; ability to learn automated recordkeeping systems. Ability to lead and train other employees. Ability to learn and interpret specific laws, ordinances and regulations. Ability to learn computer applications and systems as needed. Ability to operate computers and other modern office equipment, including online computer systems and related equipment (as required by assignment). Ability to make simple arithmetic calculations quickly and accurately. Ability to deal tactfully and courteously with the public.
Desirable Qualifications (likely to contribute to more successful job performance; can often be learned on the job): Six months of experience in the City of San Jose organization where assigned, for positions that primarily involve customer service. Knowledge of City departments and operating procedures. Ability to maintain effective working relationships with others. Ability to perform necessary procedural matters without immediate supervision. Ability to learn operation of two-way radio equipment and perform dispatch duties. Knowledge of the effective uses of computer equipment, databases, and various software programs. Ability to summarize and give information on minutes, laws, procedures, and other written materials.

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 requiring knowledge of organization and applicable procedures, laws, rules, and regulations. Customers may be employees, the public, or other departments. Acts as receptionist, refers individuals to the appropriate staff member, gives out a variety of information and written materials; helps the public fill out a variety of forms, responds to complaints and questions by finding out what issue is and then researching and providing information.	Daily

2.	Answers and screens telephone calls, takes messages, and refers telephone calls to appropriate person; answers questions and provides a variety of information over the telephone that requires knowledge of the organization, applicable, procedures, laws, rules, and regulations.	Daily

3.	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

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

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

6.	With very little review, codes items for posting, entering or listing; makes arithmetical calculations; maintains diversified records, including employee time and assignment records; prepares and distributes a variety of documents with legal implications and deadlines.	Daily

7.	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

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, reads, 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 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

13.	May act as a radio/telephone dispatcher, transmitting and receiving information, and dispatching workers.	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:

Revised 9/01; s004