Office Specialist I/II - Fire and Rescue
Job Description
Office Specialist I:
$19.81 – $25.28 Hourly
Office Specialist II:
$22.01 – $28.09 Hourly
Anaheim Fire & Rescue Department provides emergency services, fire protection and community risk reduction education to residents and visitors of the City of Anaheim. The Community Risk Reduction Division seeks a detail-oriented candidate for the position of Office Specialist I/II. Incumbents will be the frontline representative for the department, providing receptionist support to customers in-person, via email, and over the phone, as well as demonstrate the values of the organization
Responsibilities
Ideal candidates will have:
- Customer service experience within a fast-paced office environment, assisting a high volume of customers in-person, via email, and over the phone with multiple lines
- Prior experience performing varied journey-level clerical work
- Experience with using computer software and/or programs
- Experience with processing a high volume of cash, credit card, and check transactions
- Ability to meet deadlines for multiple time sensitive documents
- Utilize good judgment in dealing with inquiries from both internal and external customers and colleagues
- Strong written and oral communication skills
- Experience with Accela software is highly desirable
- Spanish-speaking bilingual ability is highly desirable
The department reserves the option to hire at either Office Specialist I or II level based on candidate qualification, selection process, and needs of the department.
Essential Functions
The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices
- Enter data and applicable fees related to field inspection documentation into department records management systems.
- Generate reports and inspection worksheets and distribute to field staff.
- File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval.
- Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit.
- Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information. Maintain records of the unit concerning purchases, budget accounts and inventory; requisition office supplies.
- Maintain calendars and schedules of appointments, meetings, room use, equipment use and events.
- Research readily available information requiring some interpretive judgment and tally and compile information for reports using a computer or related software.
- Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence.
- Copy, collate, staple and otherwise bind a variety of materials.
- Proofread materials for clerical accuracy and spelling.
- Perform related duties and responsibilities as required.
Job Requirements
Office Specialist I: Experience: Performing clerical work is desirable.Knowledge of: Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; basic record keeping methods.Ability to: Learn the functions of the position; keyboard at a net corrected speed of 40 words per minute from clear copy; effectively answer and process telephone calls; understand and carry out oral and written instructions; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective working relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.
Office Specialist II:Experience: Performing varied journey-level clerical work. Experience with Laserfiche software is highly desirable, as well as the ability to multi-task in a fast paced, unpredictable environment. Knowledge of: Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods.Ability to: Learn to efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.
Ability to speak both in English and Spanish is highly desirable.
