Office Specialist II (Limited Term/6-month Term Limit)
Valley Water
Salary: $71,864.00 – $92,019.20 Annually
Job Type: Full-Time
Job Number: 01761-LT
Location: CA, CA
Department: Human Resources
Closing: 2/28/2024 11:59 PM Pacific
Description
Overview:
Are you detail oriented? Do you thrive in fast paced environments working on various administrative tasks? Do you have experience supporting teams and/or executives? If so, read on!
Valley Water is hiring an Office Specialist II to join our Human Resources Division for a 6-month term limit. The Office Specialist II position is a crucial position within the Human Resources Division and will support Human Resources and Labor Relations and will provide direct support to the Human Resources Deputy with various administrative tasks. Some of the duties for this position will include managing clerical tasks, such as file organization, office supply procurement, answering external and internal inquiries for information and performing a variety of tasks for the department. This role will demand excellent communication and customer service skills to support both internal and external stakeholders.
Key Responsibilities include, but are not limited to:
• Receive, greet, and screen telephone calls and visitors to the assigned office; take messages or direct visitors to appropriate staff; respond to or resolve customer complaints as necessary.
• Type various correspondence, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions. As well as organize and maintain various administrative, rosters and org charts.
• Research and assemble information from a variety of sources for the completion of forms or the preparation of reports, including the Board Legistar tool, applicant tracking system, and/or other HR application.
• Assist with the maintenance of calendar of activities, meetings, and various events for the unclassified deputy officer and/or Division, meeting coordination according to established policies and procedures.
Ideal Candidate’s Background Includes:
Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities, and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria as listed below.
Ideal Experience:
• Five (5) years of administrative support experience.
• Experienced with working with Microsoft Office suite software.
• Experience supporting multiple teams and management/executives.
Ideal Skills and Abilities:
• Maintain complete records and databases.
• Use common and specialized desktop applications and software and a variety of office equipment.
• Respond to requests and inquiries from internal & external stakeholders.
• Type at a speed necessary for successful job performance
• Understand and follow verbal and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
Ideal Knowledge:
• English usage, spelling, grammar and punctuation.
• Methods and techniques of customer service.
• Principles of business writing and report preparation. Methods and techniques of organizing and prioritizing work assignments.
• Best practices for office procedures, methods, and equipment.
• Principles and procedures of record keeping file maintenance, retention and retrieval. Operations, policies, and procedures of the office to which assigned.
Ideal Training and Education:
• Equivalent to the completion of the twelfth grade.
Required License or Certificate
Possession of, or ability to obtain, an appropriate, valid California driver’s license. Individuals who do not meet the driver’s license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.
To review the Classification Specification, please click https://s3.us-west-1.amazonaws.com/valleywater.org.us-west-1/s3fs-public/Office%20Specialist%20I-II%20-%205-2019.pdf https://get.adobe.com/reader/
HR Division Deputy’s Office (Position Code LT011) Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in San Jose, California by their start date. This position is eligible for a hybrid telework schedule, typically working 40% remote and 60% onsite.
Selection Process
(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.
(2) The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended.
NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary.
Consideration may be given to existing applicant pools within the same classification.
Valley Water’s Equal Opportunity Non-Discrimination Policy is available for review upon request.
Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling 408-630-2260.
Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.
To apply, please visit https://apptrkr.com/5023870
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