Office Specialist

Definition

The City of Milpitas is home to family-centered communities that embrace cultural diversity, quality schooling, and conveniently located neighborhood parks and shopping centers. Milpitas has an ethnically diverse array of retail and restaurants, and major regional retail destinations that attract shoppers from beyond the city. With over 40,800 jobs and 39,600 employed residents, Milpitas is a jobs rich community and is often called the “Crossroads of Silicon Valley”. Once a small agricultural town and later a stopover point for travelers between Oakland and San Jose, Milpitas has blossomed into one of the world’s premier computer and semiconductor producers.
To learn more, visit This Is Milpitas.

This recruitment will be used to establish an eligibility list for this job classification, and it may be used to fill future vacancies in other City Departments. Applicants are encouraged to apply for this position in order to be considered for future vacancies.

**Internal applicants (current City of Milpitas employees) will receive first consideration.**

The ideal candidate for Office Specialist in the IT Department is a highly organized, detail-oriented professional with exceptional communication and interpersonal skills. They thrive in a fast-paced environment, demonstrate a proactive approach to problem-solving, and adept at balancing multiple priorities. The ideal candidate understands the critical nature of confidentiality, accuracy, and efficiency in managing administrative functions for the technology department. They will possess a solid understanding of office procedures and systems, comfortable working with technology, and are motivated to support the mission of the IT department in delivering reliable, high-quality services to the organization.

Office Specialist is the technical specialist level in the Office Assistant series. Supervision is usually received from administrative or professional staff. Incumbents perform complex, technical and specialized office support duties that require the use of judgment and initiative and ability to act independently. Positions require specialized knowledge and skills that are not learned in a short period of time and are at a higher level than those required of journey level office support workers. Lead direction of others may be required as a regular part of the job.

For the complete job description, please visit: Office Specialist

*This posting is written notice of a permanent, vacant position. Internal applications will be reviewed after the closing date on February 6, 2025, which is 10 working days after the recruitment is posted. Internal qualified candidates will be considered in accordance with the Memorandum of Understanding between the City and the Milpitas Professional and Technical Group (ProTech). External applicants will not be considered until after the internal applicant review process has concluded.

Examples of Duties

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

• Perform specialized technical office support work which requires knowledge of detailed activities related to the department to which assigned.
• Provide information to the public and City staff in technical areas that require interpretation of policies and procedures and the use of judgment.
• Research and compile information from a variety of sources to complete reports and forms; make statistical and arithmetic calculations as needed.
• Organize, monitor and maintain complex filing systems.
• Enter and retrieve data and prepare reports using on-line or personal computer system; review reports and make corrections as necessary.
• Operate a word processor, computer terminal or typewriter to generate correspondence, forms, reports and other documents related to the specialized departmental function.
• Oversee and perform a variety of office administrative details such as arranging meetings, taking minutes, processing purchase requisitions, making travel arrangements, ordering supplies and processing service requests.
• Receive, screen, process and distribute mail; respond to applications and requests for information; may compute, receive and write receipts for fees.
• Act as receptionist; receive and screen calls and visitors and provide information or direct callers to the appropriate person.
• Attend meetings related to the area of assignment.
• May direct the work of others.

Typical Qualifications

Experience: Equivalent to one year of experience at a level equivalent to the City of Milpitas' class of Office Assistant II OR two years of general clerical experience involving record keeping and public contact.

Other Requirements:
This position requires the possession of a valid California driver license.

Supplemental Information

Panel Interviews are tentatively scheduled for the week of February 24, 2025

Selection Process:
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Supplemental Questionnaire. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

Please note: The examination process (including dates) may be changed as deemed necessary by the Human Resources Department. Meeting the minimum requirements listed in this job description does not guarantee advancement in subsequent phases of the selection process.

In compliance with the Americans with Disabilities Act, the City of Milpitas will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Human Resources Department.

The City of Milpitas is an Equal Opportunity Employer.

RETIREMENT
Membership in CalPERS (2% at 60 or 2% at 62 with three year average salary). City of Milpitas employees do not participate in Social Security, but do contribute to Medicare.ProTech members participate both in CalPERS, and the LIUNA pension fund. The current cost of the LIUNA pension fund is $1.39/hour.

MEDICAL INSURANCE
Choice of CalPERS Medical Plans. City pays coverage up to the Kaiser rate (currently $2,228.36/mo. for family). Employees who waive health coverage are eligible to receive $125 per month in lieu of medical plan coverage with proof of other coverage.

RETIREE MEDICAL
Employees are eligible upon CalPERS retirement from the City to receive up to 100% retiree medical coverage (currently based on the Kaiser health rate), based on years of service.

DENTAL & VISION
City provides full family coverage for Delta Dental and MES Vision at no cost to the employee.

LIFE INSURANCE
City provides $50,000 term policy. Supplemental employee-paid life insurance is available up to $500,000, based on carrier acceptance.

DISABILITY INSURANCE
City provides a Short-Term Disability plan similar to State Disability Insurance (SDI) coverage. Employees do not participate in SDI. Long-Term Disability coverage of 60% of base salary up to $1,500 per month is available after a 60-day waiting period. Additional buy-up options for LTD are available up to $6,000 per month.

DEFERRED COMPENSATION
City contributes $75 per month on the employee's behalf.

VACATION
Hourly employees earn 11-31 days of vacation based on years of service.

HOLIDAYS
Employees receive 12 paid holidays and one (1) floating holiday per year.

SICK LEAVE
Employees earn 12 days annually.

TUITION REIMBURSEMENT
Employees are eligible to receive up to $1,400 per fiscal year in tuition reimbursement.

FITNESS PROGRAM
Employeesare offered free access to City-sponsored sports and fitness programs.

The City also offers a flexible spending benefits plan, employee assistance program, and other voluntary insurance. Contact Human Resources (HR) at 408-586-3090 or https://www.milpitas.gov/245/Benefits for more information on employee benefits.

Closing Date/Time: 2/6/2025 11:59 PM Pacific

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• City of Milpitas

• 408-586-3090

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