Office Specialist II

Job Description:

Office Specialist II

Description

Description

The Departments:

Community Development

The Community Development Department enhances the community’s safety, welfare, quality of life, and economic opportunities by providing advanced planning, development review, permitting and inspection services, as well as administration of programs related to affordable housing. For more information about the Community Development Department, please visit the department website .

Fire

The Santa Clara Fire Department is comprised of 173.5 personnel staffed across five divisions and serves a population of approximately 131,000 people spread over 18.3 square miles. The Fire Administration Division provides management, organization, and support for the various divisions of the fire department actively engaged in the protection of life and property. The Community Risk Reduction Division is primarily responsible for fire safety education, fire cause determination, inspection of high hazard occupancies, and fire code enforcement. This division also maintains a vital role as technical consultant to the fire department, the city, and the business community, advising on site construction, process installation, and the safe use and handling of hazardous materials as outlined in federal, state, and local regulations. The Emergency Medical Services Division is responsible for training personnel to deliver pre-hospital emergency medical services to people who live, work and visit in Santa Clara and managing the ambulance transport program. The Field Operations Division , using the Incident Command System, efficiently manages over 10,000 emergency responses annually. This division consists of 9 fire stations housing 8 engines, 2 trucks, 1 ambulance, 1 rescue/light unit, 1 hazardous materials unit, and 2 command vehicles. The Training Division provides training support services to the fire department, other city departments, local businesses, and the community at large.

The Position:

This is a journey-level class responsible for general or routine City office support. Incumbents at this level receive occasional instruction or assistance as new or unusual situations arise. Responsibilities include regular contact with the public and all levels of City personnel. This level is distinguished from other Office Specialists in that they normally report to employees in higher clerical, technical and/or supervisory classifications.

The current openings are in the following Departments:

Community Development Department:

Building Division Position:

The Building Division OSII position will be responsible for providing ample customer service support by managing heavy call volume, replying to emails and occasionally at the front counter. Scheduling inspections, assisting with class registrations, travel, performing various payroll and accounts payable functions, ordering office supplies and distributing mail are also regular tasks. Special projects as assigned are often delegated to the OSII staff.

Planning Division Position:

This position in the Planning Division provides support for the work undertaken by planning staff and which duties may include answering phones, mail distribution, creating mailing lists, supply tracking and ordering, drafting meeting minutes, posting agendas, updating our website, payment processing and refunds, and assisting with payroll.

Fire Department:

Community Risk Reduction Division :

An Office Specialist II in the Fire Department Community Risk Reduction Division serves as a key administrative professional, ensuring the efficient operation of the division while providing excellent support to both internal staff and the public. This customer-facing role involves processing permit applications, managing payments, and responding to inquiries with clarity and professionalism. Additionally, the position oversees inspection and meeting scheduling, serves as a technical resource for staff, handles payroll tasks, and ensures compliance with public records requests. In addition to these specialized responsibilities, the Office Specialist II performs a variety of general administrative tasks essential to the daily functioning of the office. These include organizing and maintaining filing systems, managing correspondence through email, phone, and mail, and preparing reports or documentation as needed. The role also involves coordinating office supplies, assisting in the creation of presentations or meeting materials, and performing accurate data entry. By combining technical expertise with strong organizational and interpersonal skills, the Office Specialist II ensures the division operates effectively and meets the needs of both the community and the department.

Administration Division:

An Office Specialist II in the Fire Department Administration Division will fulfill duties in the areas of procurement, purchasing, payroll, and customer service. This position will often be required to submit weekly invoices and purchase orders on behalf of the department. Additionally, this person will use their organizational skills to track spending and coordinate projects as they relate to ordering supplies with other team members. An individual in this position may be required to fulfill the duties of payroll, where daily time is entered and reported on for employees in the department. Also, the Office Specialist II will use strong customer service skills to serve members of the public or other members of the department. This may include research, written correspondence, public records requests, and incident report recovery. Report requests will require someone who has the upmost attention to confidentiality and precision. This position also requires frequent interaction with callers and visitors, who are requesting assistance. Accuracy, attention to detail, and a general attitude for excellent service are a must for someone joining the fire department.

Additional Information:

Applications must be filled out completely (e.g. do not write “see resume, NA, or personnel file.”). To receive consideration for the screening process, candidates must submit a 1) Cover Letter and, 2) Resume. Incomplete applications will not be considered.

Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov . Applications must be submitted by the filing deadline of January 13, 2025 at 4:00 PM.

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW. IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARANTEE ADMITTANCE INTO THE EXAMINATION PROCESS. ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW.
The annual salary range for this position is $78,600.72 - $100,518.12. This position may be filled at or near the minimum of the salary range.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Minimum Education Requirements:

• Graduation from high school or its equivalent; and

Minimum Experience Requirements:

• One (1) year of general clerical and typing experience; and
• Computer proficiency in Microsoft Word and Excel.

Acceptable Substitution:

None.

License/Certifications:

• Possession of a valid California Class C driver's license is required at time of appointment.

Desirable Qualifications:

• Computer proficiency with the entire Microsoft suite including; Outlook, Access, and Power Point.

Other Requirements:

• Must be able to perform all of the essential functions of the job assignment.

Follow this link to view the entire Class Specification, which includes more information on Typical Duties and Knowledge, Skills, and Abilities.

Candidates must attain a passing score on each phase of the examination process to qualify for the Eligible List. A department interview may be required prior to appointment.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.

VETERAN’S PREFERENCE POINTS: This position qualifies for Veteran’s Preference Points. Applicants who have separated from service (Active Duty Status) must submit proof of honorable discharge (Form DD214) with their application at time of filing or will be ineligible to have points added to their final score.

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or HumanResources@santaclaraca.gov .

City of Santa Clara Benefit Summary Overview for Bargaining Unit #5, 7, & 8
Employees Association

This summary provides a brief overview of the City of Santa Clara's benefits available to Bargaining Unit #5, 7, & 8 employees in 2024. In the event of any conflict between the information in this summary and the applicable official plan documents, City Manager's Directives (CMDs), Personnel and Salary Resolution, or Memorandum of Understanding (MOU), the applicable official plan documents, CMDs, Personnel and Salary Resolution, or MOU will prevail over this summary. Benefits are subject to change.
Retirement:

• Membership in the California Public Employees Retirement System (CalPERS)
  • Classic Employees: 2.7% @ age 55 formula - employee pays 8.00% of gross pay, minus $61 bi-weekly
  • New Employees: 2.0% @ age 62 formula - employee pays 7.00% of gross pay

Medicare and Social Security (FICA)

• Employee pays 6.20% up to $10,397.40(Social Security) and 1.45% (Medicare) of gross pay

Health Insurance:

• City contribution up to 90% of the Kaiser Family premium per month, based on enrollment in a CalPERS health plan
• Employees electing health coverage with premiums above the City health contribution will pay additional premium costs from salary on a pre-tax basis
• The City’s contribution is prorated based on scheduled hours for part time employees
• Coverage is effective as early asthe first day of the monthafter date of hire
• If an employee enrolls in a plan with a monthly premium that is less than $946.86, they will be paid the difference in cash
• Employees hired on or after 1/1/2022 who opt-out of City-offered health insurance and provide annual attestation and acceptableproof of alternative required coverage for themselves and their tax family, if applicable, are eligible for a cash-in-lieu amount of $250/month. Contact Human Resources for more details

Dental Insurance:

• Choice of two Delta Dental plans; enrollment is mandatory
• City pays lowest cost employee only plan; additional cost is paid by employee
• Coverage is effective as early asthe first day of the monthafter date of hire

Vision Insurance:

• Choice of two VSP plans
• City pays lowest cost employee only plan; additional cost is paid by employee
• Coverage is effective as early asthe first day of the monthafter date of hire

Voluntary Employee Beneficiary Association (VEBA):

• City contributes $50.00 a month toward employee's VEBA account
• Account funds may be used to pay for qualified medical expenses after separation from the City and after age 50 (pre-tax)

Life Insurance:

• City pays for $15,000 of Basic Life Insurance coverage
• Coverage is effective the first of the month after one calendar month of employment
• Additional optional insurance may be purchased by the employee for the employee, spouse, domestic partner, and/or dependent children

State Disability Insurance (SDI):

• Employee pays 1.1% of gross pay (includes Paid Family Leave)
• 7 day waiting period. Weekly paid leave for absences due to non-work related injuries/illnesses. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Paid Family Leave (PFL):

• Up to 8 weeks of benefits within a 12-month period to care for a family member or to bond with a new child
• No waiting period. Weekly paid leave benefit. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Long Term Disability (LTD) Insurance:

• Benefit is 2/3 of basic wage up to $7,500; max of $5,000/month
• City pays $.558/$100 of insured earnings
• 30 calendar day waiting period
• Coverage is effective the first of the month after one calendar month of employment

Deferred Compensation:

• Voluntary plan through Nationwide Retirement Solutions
• Employee may contribute up to the lesser of the IRS maximum or100% of gross compensation into a pre-tax 457(b) account or a post-tax Roth 457(b) account (or a combination of the two accounts) subject to IRS rules

Flexible Spending Account (IRS Section 125 Plan):

• Employee may contribute up to $3,200per year in pre-tax dollars to a health care spending account
• Employee may contribute up to $5,000 per year in pre-tax dollars to a dependent care spending account
• Employee may contribute up to $315per month in pre-tax dollars to a commuter benefit plan

Vacation:

• Vacation is accrued bi-weekly, cannot use vacation during first 6months of City service
  • For 1 -4 years of service: 10 days (80 hours)/year
  • For 5 -9 years of service: 15 days (120 hours)/year
  • For 10 - 15 years of service: 21 days (168 hours)/year
  • For 16 - 20 years of service: 22 days (176 hours)/year
  • For 21+ years of service: 24 days (192 hours)/year

Maximum vacation accrual is 420 hours Once per year, employees can elect to convert up to 40 hours of accrued vacation to cash to be paid out the following calendar yearSick Leave:

• Sick leave is accrued bi-weekly for equivalent of 96 hours per calendar year with no maximum accrual
  • Up to 48 hours/year of accumulated sick leave may be used for family illness
  • Up to 40 hours/year of accumulated sick leave may be used for personal leave

Employee may convert sick leave to vacation once per calendar year (annual maximum conversion is 96 hours sick to 48 hours vacation) Partial sick leave payoff provision on retirement depending on years of serviceNon-Management Leave:

• 24 hours of non-management leave credited to employees each January 1st
  • New employees hired between January 1st and June 30th receive 24 hours of non-management leave their first year
  • New employees hired between July 1st and December 31st receive 12 hours of non-management leave their first year
  • Unused non-management leave may not be carried over from one calendar year to the next

Compensatory Time Off (CTO):

• Employees may accrue CTO in lieu of overtime hours (maximum accrual is set by department)
• 16 hours of CTO is credited to employees each January 1st (prorated if hired after January 1st)

Holidays:

• Seventeen paid eight-hour holidays per year (13 & 4 holidays between 12/25 to 1/1 of following year)

Reimbursements/Allowances (for specific classifications):

• Raingear: $150 per fiscal year for eligible classifications
• Safety Boots: $275per fiscal year for eligible classifications
• Walking Shoes: $120 per fiscal year for eligible classifications (See MOU for details)
• Tools: $500 per fiscal year reimbursement for Auto Foreperson classification
• Phone allowance of $80/month for Senior Key Customer Representative(s) and Key Customer Representative(s) job classifications

Bilingual Pay:

• Certified bilingual employees are eligible for $55/bi-weekly bilingual pay

Night Differential Pay:

• Librarians and library support employees whose regular assignments are to City libraries are eligible for 5.0% night differential pay for all hours worked between 5:30 p.m. and 6:30 a.m. so long as they work a minimum of 2 consecutive hours between 5:30 p.m. and 6:30 a.m.
• All other employees are eligible for 5.0% night differential pay for all hours worked between 6:00 p.m. and 8:00a.m. so long as they work a minimum of 2 consecutive hours between 6:00 p.m. and 8:00 a.m.

Standby Pay:

• Employees in the classification of Electric Utility Programmer Analyst, Electric Utility Network Administrator, and Senior Energy Systems Analyst are eligible for standby pay of $100/week when assigned to work standby

Tuition Reimbursement Program:

• Up to $2,000 per fiscal year for tuition reimbursement

Employee Assistance Program:

• Confidential counseling to employees and dependents. Up to maximum of five (5) consultations per family member per incident per year
• City paid benefit

Retiree Medical Reimbursement Program:

• Employees who retire from the City with at least ten (10) years of service shall receive reimbursement to help cover retiree single health insurance premiums. The reimbursement maximum includes the PEMHCA minimum.
• Up to age 65, retirees are eligible for reimbursement up to $416/month in 2024(amount adjusted annually)
• After age 65, retirees are eligible for reimbursement up to $249/month in 2024(amount adjusted annually)

Closing Date/Time: 1/13/2025 4:00 PM Pacific

Salary:

$78,600.72 - $100,518.12 Annually