Senior Office Specialist

Full-time - Entry Level

Oceanside, CA

Executive, Legislative, and Other General Government Support

About the position

The City of Oceanside is accepting applications for the position of Senior Office Specialist. There is currently one vacancy in the Police Department. Prospective employees will undergo a thorough background investigation, psychological evaluation, polygraph examination and a medical examination, which will include drug screening. Typical duties may include, but are not limited to: typing letters, memos, reports, agendas, resolutions, ordinances, minutes, applications, contracts, leases, budgets, financial statements, checks, and lists from rough draft, or oral instructions; processing department payroll; preparing and distributing timesheets; reviewing timesheets for completeness and accuracy; screening telephone and office callers, dispensing information or referring to appropriate staff; distributing mail; preparing mailings; setting up and maintaining files and/or filing systems; operating a computer terminal for word processing and data entry duties; photocopying; scheduling and arranging meetings, appointments and interviews; maintaining staff calendars; reviewing and matching all invoices and requisitions with backup paperwork; compiling a variety of reports; ensuring that all payments are made from correct accounts; assisting in preparing fiscal data, reports, budget transfers and encumbrances; determining payment schedules and amounts of payments; posting payments; preparing bills; reviewing computer runs for accuracy and correcting errors; assisting in hiring and training new employees; assisting in interpreting departmental policies and procedures to operating division; maintaining adequate supply of office needs and orders as necessary; developing and maintaining cooperation with other agencies, groups and individuals in the coordination of departmental activities; attending conferences, meetings and legislative hearings on behalf of the department in order to gather information and report on activities; may function as a lead worker over other clerical accounting staff; and performing related duties and responsibilities as required.

Responsibilities

• Typing letters, memos, reports, agendas, resolutions, ordinances, minutes, applications, contracts, leases, budgets, financial statements, checks, and lists from rough draft or oral instructions.
• Processing department payroll and preparing/distributing timesheets.
• Reviewing timesheets for completeness and accuracy.
• Screening telephone and office callers, dispensing information or referring to appropriate staff.
• Distributing mail and preparing mailings.
• Setting up and maintaining files and/or filing systems.
• Operating a computer terminal for word processing and data entry duties.
• Photocopying and scheduling/arranging meetings, appointments, and interviews.
• Maintaining staff calendars and reviewing/matching invoices and requisitions with backup paperwork.
• Compiling a variety of reports and ensuring all payments are made from correct accounts.
• Assisting in preparing fiscal data, reports, budget transfers, and encumbrances.
• Determining payment schedules and amounts of payments.
• Posting payments and preparing bills.
• Reviewing computer runs for accuracy and correcting errors.
• Assisting in hiring and training new employees.
• Assisting in interpreting departmental policies and procedures to operating division.
• Maintaining adequate supply of office needs and orders as necessary.
• Developing and maintaining cooperation with other agencies, groups, and individuals in the coordination of departmental activities.
• Attending conferences, meetings, and legislative hearings on behalf of the department.
• Functioning as a lead worker over other clerical accounting staff.

Requirements

• Three years of increasingly responsible secretarial or clerical experience including some accounting experience.
• Equivalent to the completion of the twelfth grade supplemented by training in clerical accounting.
• A current, valid California driver license.