Office Specialist; Part-time

The selected individual will be assigned to the front entrance of City Hall to perform a variety of office support duties including greeting visitors, answering telephone calls, and processing incoming and outgoing mail/packages. This position reports to the Senior Executive Assistant in the City Manager's Office and will work up to 19 hours a week. This recruitment will remain open until November 4, 2026 at 5:00 p.m. or until 100 applicants have applied.

Under general supervision, performs a variety of office support duties; greets/answers, screens, and refers visitors and telephone calls to appropriate staff/department; types, edits, processes, and distributes a variety of documents; enters data and information into and maintains various databases; retrieves, maintains, and files documents and records; provides information and assistance to staff and the general public; and performs related duties as assigned.

Receives general supervision from the Senior Executive Assistant. Exercises no direct supervision over staff.

Initially under direction, incumbents perform office and customer support duties and learn City and department/division policies, procedures, and operational details. As experience is gained, positions at this level will receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Specialist in that the latter performs a variety of office and administrative support duties for a division requiring knowledge of assigned division, its procedures, and operational details.

Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills, and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.

• Serves as point of contact for the department/division; receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper department or person, and/or provides information regarding City programs and services.
• Gathers information from appropriate sources; completes and processes forms, records, applications, work orders, and/or other documents; routes documents for required signatures.
• Types, formats, prints, copies, sorts, and/or distributes various correspondence, reports, forms, and records; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
• Enters, edits, and retrieves data, and prepares reports following established formats and reporting standards.
• Maintains calendars and makes meeting arrangements; schedules meetings; reserves meeting rooms; performs or arranges for necessary set-up, equipment, and materials to be available at meetings; may attend meetings and take minutes.
• Maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information; adheres to established records retention schedules including archiving, scanning, and destructing files.
• Receives, processes, and assists in responding to requests for information; organizes information and disseminates after approval.
• Sort and distribute mail and packages to the appropriate departments and process outgoing mail and packages.
• Performs various accounting office support duties such as determining and calculating required fees, processing, reconciling, and verifying cash and monies received, generating purchase orders, and processing reimbursements and invoices in accordance with City policies and procedures.
• Performs other routine clerical support work as required, which may include, but is not limited to, copying and collating documents, maintaining lists and logs, and ordering and maintaining inventory of office supplies.
• Regularly and predictably attends work.
• Performs related duties as assigned.

To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Modern office and customer service practices, equipment, and communication tools used for…