Office Specialist

Office Specialist - Citywide

Full‑time or part‑time (no more than 29 hours per week) position supporting an assigned department in the City of Ontario. The Office Specialist provides essential administrative and clerical support.

• Types, processes, and organizes correspondence, reports, records, applications, and other documents.
• Answers incoming calls and routes individuals to appropriate staff.
• Schedules meetings and assists public at the front counter.
• Responds to basic questions from the public regarding department procedures.
• Prepares and maintains logs, records, invoices, purchase orders, and department files.
• Enters, updates, and verifies detailed fields of information in computer databases and prepares related summaries.
• Issues forms and permits and processes applications and payments.
• Operates the switchboard and assists other administrative support personnel in completing tasks.
• Opens computer systems and cash registers, calculates deposits from fees, and records basic accounting transactions.
• Prepares and distributes incoming and outgoing mail.
• May dispatch service requests to field personnel using two‑way radio.
• Coordinates and makes travel arrangements for conferences, workshops, and other meetings.
• Assists with the preparation of budget information.

High school diploma or recognized equivalent.

Three (3) years of varied office clerical support experience, including public contact work; experience and/or training in Microsoft Office software.

Experience with Microsoft Office, Workday, and other software application programs.

All appointments to this position are subject to a satisfactory background investigation conducted by the Ontario Police Department. The investigation will include a polygraph test and a post‑offer medical exam, including a drug screen.

Part‑time positions are scheduled for no more than 29 hours per week and are not eligible to participate in the City’s health insurance or retirement plans.