LTA Office Specialist II (Reception

Office Specialist II

The Information Technology Department, Support Services Division is hiring a part-time, Limited Term Assignment (LTA) Office Specialist II. This position serves as the City Hall Receptionist and is the initial point of contact for residents visiting or calling the City. The ideal candidate will be an experienced customer service-oriented individual that will greet visitors, answer phones, and assist customers in attaining appropriate City services.

In addition, this position is responsible for answering questions, document creation and preparation, report writing and reviewing, resource scheduling, research, general clerical functions, and other similar duties. The ideal candidate must be committed to excellent customer service and have experience answering multi-line phones and greeting customers. Applicants must have experience using the Microsoft Office Suite of products (Word, Excel, PowerPoint, and Outlook) and have basic knowledge of City government operations.

This is a part-time, benefitted Limited Term Assignment (LTA) intended to support current operations and maintain workflow. The assignment is anticipated to continue through June 30, 2027. The anticipated work schedule is Monday through Friday, 12:30 p.m. to 5:00 p.m.

Duties may include, but are not limited to, the following:

• Greets and receives visitors and answers incoming calls; answers routine questions and provides basic departmental information; distributes forms, permits and informational materials; routes or directs individuals to supervisors, staff members or external agencies as appropriate
• Prepares a variety of documents in draft and final form from written or oral instructions, including basic letters, forms, charts and summary reports; reviews and proofreads a variety of written documents and records for completeness, accuracy and correct grammar, spelling and punctuation, including correspondence, timesheets, invoices and requisitions
• Enters requisitions for purchase orders, budget transfers, and payments; follow through to ensure correct and timely completion
• Records, files and maintains information and alphanumeric data; compiles and prepares basic reports regarding departmental activities by researching, compiling and summarizing information contained in various sources such as paper and electronic files, database software, correspondence and notes
• Schedules conference rooms and facilities for meetings and events; registers participants in classes and sports programs; collects and processes fees; issues receipts, permits and contracts
• Creates, labels and maintains electronic and paper filing systems; scans, files, maintains, purges and archives correspondence, records and other written documents
• Opens, sorts and distributes incoming mail; prepares letters and informational materials for outgoing mail
• Prints documents and makes photocopies; compiles, prepares and organizes documents for mailing, distribution and use by department staff
• Orders and maintains inventory of departmental supplies; processes invoices for payment; creates and processes purchase orders
• May provide assistance with department software operation and troubleshooting
• Provides backup support to other staff
• Prepares and writes a variety of reports and documentation, including detailed Risk Management incident reports
• Performs other duties of a similar nature

High School Diploma or equivalent; and one (1) year of increasingly responsible experience performing general clerical duties.

Knowledge of:
Objectives, programs, policies and procedures of the assigned department;
Principles and procedures of record keeping and reporting;
Occupational hazards and safety measures appropriate to work performed.

Skill to:
Operate various types of standard office equipment, including a personal computer, tablet and related software;
Operate a motor vehicle in a safe manner.

Ability to:
Understand and apply departmental policies and procedures;
Establish and maintain courteous, cooperative, and effective working relationships with those encountered in the course of work;
Maintain professionalism, courtesy and composure at all times, including stressful situations, and handle disputes and complaints in a calm manner;
Prepare and maintain accurate and precise written documents such as reports, records, forms and correspondence;
Understand and follow oral and written instructions;
Communicate clearly and concisely, orally and in writing;
Use proper English, spelling, grammar and punctuation;
Perform basic arithmetic computations with speed and accuracy;
Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines;
Effectively handle multiple priorities and organize workload;
Work independently and efficiently;
Serve as emergency services worker in the event of an emergency.

Licenses and/or certificates:
None.

Special requirements:
Satisfactory results from a background investigation and…