Office Specialist II

Description

Join Our Team as an Office Specialist!


The first 50 applicants will be reviewed on 4/1/26

Step into a role where your organizational talent truly matters. Our Building Department is seeking an Office Specialist II who thrives in a collaborative environment, enjoys being part of a supportive and engaged staff, and appreciates the inspiration that comes from working in a beautiful seaside city.

Under general supervision, the Office Specialist II will perform a wide variety of responsible administrative and clerical work in support of our Building Department; to type and proofread a variety of documents and correspondence; to perform a variety of administrative, budgetary and research functions; and to provide information and assistance to members of the public regarding division policies and procedures.

DISTINGUISHING CHARACTERISTICS

This is the journey level class within the Office Specialist series. Employees within this class are distinguished from the Office Specialist I by the performance of the full range of duties as assigned including working more independently and assuming responsibility for assigned projects. Employees at this level receive instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Essential Functions

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Prepare, type, word process and proofread a variety of documents including general correspondence, agendas, minutes, public hearing notices, affidavits, reports, memoranda, and statistical charts from rough draft or verbal instruction.
• Prepare division invoices for payment; resolve billing problems; update and distribute bid specification packages; complete credit applications and maintain contract files.
• Record and monitor revenue and expenditures; submit budget recommendations.
• Maintain payroll information; process timecards; record absence requests, vacation and overtime; track employee work schedules; update personnel records; type employee evaluations; provide orientations to newly hired employees regarding division practices and procedures.
• Update and maintain a variety of complex records and files, including confidential personnel files; retrieve files for staff as necessary; scan documents; and coordinate and track the scanning of documents as a part of the department document imaging and retrieval process.
• Maintain division calendars, and schedule and coordinate meetings, meeting rooms, and interviews.
• Purchase and maintain inventory of division office supplies, publications, and equipment; prepare other divisional purchase orders and warrants; maintain professional service agreements.
• Maintain logs, records, and reports; verify accuracy and record information and research discrepancies; photocopy, assemble, and distribute documents.
• Respond to public inquiries from members of the public, city staff, or representatives from outside agencies provide information within the area of assignment; and resolve complaints
• Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
• Receive, sort and distribute incoming and outgoing mail.
• Update and maintain various divisional policy manuals.

Typical Qualifications

Knowledge of:

Basic business letter writing and basic report preparation techniques.

Office administrative policies, division procedures, and contact requirements.

Customer service practices and techniques.

Modern office practices, processes, workflow, and equipment.

Modern office computer software applications, including word processing, spreadsheet, database, presentation, and project management, application programs.

Purchasing, filing, and record keeping procedures, methods, and techniques.

Basic math and accounting methods, techniques, and concepts.

Ability to:

Compile, verify, and use information from department and division databases.

Organize, coordinate, and complete tasks and assignments to meet scheduled deadlines.

Multi-task to complete work assignments in an effective and timely manner, while working in a busy office setting with shifting priorities and frequent interruptions.

Read, understand, interpret. apply and explain administrative policies and procedures, as well as City rules and regulations.

Compile and maintain files, records, and reports in an accurate, complete, and timely manner.

Maintain the confidentiality of records and reports.

Operate modern office equipment, including personal computer, printer, scanner, telephone, calculator, copier machines, and binding equipment, in a safe and effective manner.

Perform routine mathematical calculations.

Maintain tact and courtesy in a moderately stressful environment; and resolve complaints or problems in an effective and timely manner.

Respond to requests and inquiries from members of the general public, city staff, or members from outside agencies in a courteous and timely manner.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Two years of responsible office, clerical, or administrative support experience with an agency, company, or organization OR one year of experience as an Office Specialist I with the City of San Clemente.

Education/Training:

Equivalent to the completion of the twelfth grade

WORKING CONDITIONS

Work Environment :

Office environment.

Physical Requirements :

• Work is performed in an indoor office environment, requiring extensive sitting for prolonged periods of time; and some frequency of standing and walking.
• Moderate lifting, carrying, pushing, and/or pulling of boxes and files.
• Stooping, kneeling, crouching, and/or crawling to access files.
• Manual dexterity to operate a computer keyboard and other modern office equipment; and handle files and documents.
• Hearing and speaking to exchange information in person or on the telephone.
• Visual acuity to see/read documents and computer screen.

Supplemental Information

APPLICATION AND SELECTION PROCEDURE

All applicants must submit a completed City of San Clemente application form and supplemental questionnaire in order to be considered. Applications will not be accepted by fax or email.

Applications must be submitted via the City's web site at http://san-clemente.org/jobs . All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of written, performance, or oral exams to evaluate the applicant's skill, training, and experience.

Prior to employment, the prospective candidate must successfully complete a background review, medical examination, including drug screen, and be fingerprinted, all at City expense. If selected, written identification showing entitlement to legally work in the United States will be required.

EQUAL OPPORTUNITY EMPLOYER

Employment decisions are made without regard to race, color, religion, national origin, ancestry, physical or mental disability, medical condition, marital status, sex, sexual orientation, pregnancy, childbirth, or related medical conditions, gender, gender identity, gender expression, genetic information, or age.

In accordance with the ADA, candidates that require accommodation to perform the tasks of this position should contact Human Resources to inform them of the accommodation requested.

NOTE: The provisions of this bulletin do not constitute an express or implied contract and any provisions contained herein may be modified or revoked without notice.

The City of San Clemente provides excellent benefits which include:

FLEXIBLE WORK SCHEDULE - Most positions work a 9/80 work schedule.

HOLIDAYS - The City presently recognizes 12 regular holidays, plus two floating holidays.

VACATION - Employees accumulate vacation at the rate of 104 hours per year increasing to a maximum of 176 hours based on years of service.

SICK LEAVE - Accrual of 8 hours per month.

INSURANCE - The City provides a comprehensive benefit package including employee medical, dental, vision.

LIFE INSURANCE - Value equal to two times annual earnings up to a maximum of $100,000.

DEFERRED COMPENSATION - Employees may elect to enroll in a voluntary plan and defer up to the IRS permitted annual maximum. Employees may defer up to a maximum of $24,500 annually in 2026. Individuals aged 50 and older can contribute up to $8,000 in catch-up contributions to these plans.

FLEXIBLE SPENDING ACCOUNT - Employees may participate in either or both of the Health Care or Dependent Care programs.

EMPLOYEE ASSISTANCE PROGRAM - The City offers full-time employees and their dependents an EAP program which provides a variety of professional services.

ON-SITE FITNESS CENTER - The City provides a no fee on-site fitness center with state of the art equipment located in City Hall.

RETIREMENT - The City of San Clemente is a member of the California Public Employees' Retirement System (CalPERS), and is subject to the Public Employees' Pension Reform Act (PEPRA). The retirement formula for new employees is based on the category below that the new employee falls under. Employee contribution rates will be determined by the employee's classification and requirements under PEPRA.
NOTE: The City is also a member of the Social Security system. As such, Full Time employees make contributions to Social Security in addition to their CalPERS contributions.

Classic Member:

Retirement Formula: 2% @ 55

Definition:

CalPERS refers to all members that do not fit within the PEPRA definition of a "new member" as "classic members" who are subject to the Public Employees' Retirement Law (PERL). PEPRA allows a member after January 1, 2013, to retain his/her classic member retirement benefit status if the member continues his/her membership in all previous California Public Retirement System(s) by leaving his/her service credit and contributions (if any) on deposit, and the member enters into employment that results in CalPERS membership within six months of separating from the most recent California Public Retirement System. Classic member status also requires the membership date to be on or before December 31, 2012, in a California Public Retirement System in which reciprocity is established.

New Member:

Retirement Formula: 2% @ 62

Definition: A new member is defined in PEPRA as any of the following:

• A new hire who is brought into CalPERS membership for the first time on or after January 1, 2013, who has no prior membership in any California Public Retirement System.
• A new hire who is brought into CalPERS membership for the first time on or after January 1, 2013, who has a break in service of greater than six months with another California Public Retirement System that is subject to Reciprocity.
• A member who first established CalPERS membership prior to January 1, 2013, who is rehired by a different CalPERS employer after a break in service of greater than six months.

Closing Date/Time: 3/31/2026 11:59 PM Pacific

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• City of San Clemente

• 949.361.8353

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