Office Specialist

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Description

Under direction, to perform a wide variety of complex and responsible assignments; to function as a top technical expert in specialized departmental knowledge or competency.

This Senior Office Specialist position reports to a Program Manager II within the Housing and Community Development (HCD) division of the Office of Supportive Housing (OSH). The position works closely with other OSH managers, housing developers, and other stakeholders.

The primary role of this position is to support the OSH and its managers by ensuring that key data in the OSH’s new loan portfolio database is current and of high quality. Additionally, this position entails collecting data, data entry, and running reports from the database as requested by OSH managers. Finally, this position will support OSH operations via other administrative and analytical assignments. 

The OSH is tasked with increasing the supply of affordable housing for special needs populations served by the County, as well as implementing the County's efforts to make homelessness rare, brief, and non-recurring. Qualified candidates will possess the knowledge, skills, and abilities as described in this job bulletin.

As this is a specialized recruitment with a focus on database management, in addition to the employment standards, candidates must possess in-depth knowledge of database software. Based on this knowledge, a qualified candidate can create database files, modify and manipulate large volumes of collected data, analyze and research information stored in a variety of databases and provide instruction/training to other personnel relative to the operation and access of databases. Candidates must have work experience in the following competency area:

• Entering data into databases and at least one (1) year of clerical experience with database management

COVID-19 Risk Tier - Lower Risk

Typical Tasks

**Note:**The following tasks are typical of those performed by incumbents in this classification. Specific duties assigned may depend on the specialized competency assigned to the position.

• Provides information regarding departmental functions to public, clients, departments and agencies including explanations of laws, mandates and ordinances in person, telephone or by correspondence; researches difficult inquiries or cases and guides or assists clientele in solving problems and achieving their business needs;
• Creates and/or prepares a variety of correspondence, forms, legal documents, reports, articles, technical specifications, memoranda, resolutions, minutes of meetings or hearings from a variety of mediums, where knowledge of format and presentation is necessary;
• Collects and compiles a variety of information regarding work activity of unit, technical data, etc., and generates regular statistical reports; may make recommendations to management based on information gathered and reported;
• Provides technical training and guidance in designated area of expertise to lower level clerical, seasonal or volunteer staff in area of specialized knowledge or competency;
• Researches and keeps apprised of legislative changes in area of specialized knowledge and disseminates information to staff;
• Prepares work schedules of regular, floater, temporary, per diem or registry staff; inspects and confirms accuracy of the staffing schedule; completes weekly staffing variance projection forms and schedules staff accordingly; maintains required registry personnel documentation;
• Creates and maintains computer databases for case tracking, retrieval of information, and maintenance of computer files; performs research to complete database as needed;
• Coordinates billing, accounts payable and inventory; maintains records of transactions by issuing receipts, permits, passes, releases, and licenses; checks, computes and collects fees, and may maintain control over petty cash;
• Designs, formats, edits and creates content and layouts for departmental booklets, flyers and websites;
• Reviews documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations; communicates problems and advises on corrections to ensure acceptability;
• Operates standard office equipment including computers; performs delegated troubleshooting and maintenance; acts as liaison with systems personnel in solving system problems and developing automation of business functions;
• As necessary, performs any departmental work assignment performed by lower level clerical classifications;
• May perform lead functions over other employees including assigning, distributing and adjusting workloads and training;
• May be assigned as a Disaster Service Worker, as required; 
• Performs other related duties as required.

Employment Standards

Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities:
 
Training and Experience Note: The knowledge and abilities required to perform this function are acquired through training and experience equivalent to the possession of a high school diploma
 

AND

 
Three (3) years of work experience performing a wide variety of high level clerical and administrative duties or one (1) year of work experience equivalent to that of an Office Specialist III in the County of Santa Clara.
 
Must have one (1) year of clerical experience demonstrating the specialized competency. Refer to Approved Specialties for Senior Office Specialist (SOS) Classification for list of agreed specialties.
 
Knowledge of:

• Functions and service operations of an administrative office;
   
• Modern office methods and practices including filing systems, business correspondence and report writing;
   
• English vocabulary, grammar, spelling, punctuation and style/format;
   
• Customer services principles, including the handling of irate and distressed people;
   
• Computer applications, such as word processing, spreadsheet, databases or specialized departmental programs;
   
• Basic mathematics to perform calculations and statistical reports;
   
• Telephone procedures and etiquette.
   
• Specialized departmental subject matter competency.

 
Ability to:

• Tactfully assist members of the public often under stressful conditions;
   
• Reason logically and perform research to solve difficult inquiries or problems;
   
• Communicate effectively in providing information and assisting callers and visitors;
   
• Use a keyboard with moderate speed and a high level of accuracy;
   
• Use discretion in organizing activities and setting priorities;
   
• Prepare concise reports;
   
• Analyze information and materials and formulate conclusions;
   
• Interpret and apply specific laws and ordinances, office policies and procedures;
   
• Operate standard office equipment; trouble shoot simple problems
   
• Lead and train subordinate staff;
   
• Learn and perform a variety of assignments.

 Departments may selectively recruit for typing up to 50 Net Words Per Minute (WPM), depending on departmental need.

*** Similar to the introduction that can precede all job descriptions, an outro can also be formatted for consistency on all posts

_*** Semblable à l'introduction qui peut précéder toutes les descriptions de poste, une outro peut également être formatée pour la cohérence sur tous les messages
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