Office Specialist (Open and Promotional)

Salary : $59,633.60 - $74,526.40 Annually Location : County of San Mateo, CA Job Type: Various Job Number: E337BS Department: Countywide Opening Date: 11/06/2023 Bargaining Unit: 37 Description NOTE : This recruitment was amended on September 10, 2024, to put the recruitment on hold. Applications are not being accepted at this time. This job classification is the senior, most experienced level in the general office support classification series. It is not an entry level position. Office Specialists provide complex, technical or specialized clerical services in departments Countywide. They are considered experts in all aspects of the general office support functions. Office Specialists perform difficult clerical tasks; answer questions of all degrees of complexity from lower level office support staff, visitors and telephone callers and, when necessary, direct them to other appropriate individuals; create correspondence, reports and documents using a computer; proofread typed material for accuracy, completeness and correct English usage; enter, edit and retrieve data in automated information systems; prepare reports and records that require arithmetic calculations; research and collect data from several sources; gather material for meetings, prepare agendas and type minutes of meetings; make travel arrangements for others; order office supplies; organize and maintain office files; perform other related office tasks as required; and serve as a back-up for clerical co-workers who are absent from the office. The ideal candidates must be able to perform several tasks simultaneously in fast paced and demanding job assignments; produce considerable amounts of correspondence for long periods of time; be detailed, accurate, complete and timely in their work; adapt to frequent interruptions, rapidly changing priorities and different assignments quickly and efficiently; use computers regularly and proficiently; use appropriate initiative, sound judgment and tact to handle sensitive and confidential discussions and interactions with others; relate effectively with individuals of diverse backgrounds; handle tension-filled and crisis situations effectively; and work well under stress. NOTE : The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies. Examples Of Duties Duties may include, but are not limited to, the following: Perform difficult, complex technical and/or specialized office support work, which may require the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the department to which assigned. Research and assemble information from a variety of sources for the completion of forms or the preparation of reports; make arithmetic or statistical calculations. Provide information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures. Organize, maintain and purge various departmental files. Type correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions, using a typewriter, word processor or computer terminal. Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations. Enter and retrieve data and prepare reports using an on-line or personal computer system; review such reports for accuracy and make corrections as required; operate standard office equipment. Oversee and personally perform a variety of office administrative details such as preparing purchase requisitions, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date; may arrange meetings by notifying participants, reserving rooms, making lodging and/or meal arrangements, etc. Act as receptionist and receive and screen visitors and telephone calls and direct the caller to the proper person or personally handles the call. May train others in work procedures or direct the work of others on a project or relief basis. Provide off hours support as required. Perform related duties as assigned. Qualifications Knowledge of: Office administrative practices and procedures, including filing and the operation of standard office equipment. Basic business data processing principles and the use of word processing or personal computing equipment. Policies and procedures related to the department to which assigned. Proper form for typed materials. Business arithmetic, including percentages and decimals. Correct English usage, including spelling, grammar and punctuation. Record keeping principles and procedures. Skill/Ability to: Perform technical, specialized, complex or difficult office support work. Organize, prioritize and coordinate work activities. Read, interpret and apply rules, policies and procedures. Organize, research and maintain office files. Establish and maintain effective working relationships with those contacted in the course of the work. Compose routine correspondence from brief instructions. Make arithmetic calculations with speed and accuracy. Use initiative and sound independent judgment within established guidelines. Operate standard office equipment, including a word processor, personal or on-line computer, and centralized telephone equipment. Note: Specific positions may require the ability to type at a rate of 40 net words per minute from printed copy. Education and Experience: Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is: One year of journey-level office support experience. Application/Examination Open and Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, Confidential and Management extra-help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination. Responses to the supplemental questions must be submitted in addition to our regular employment application form. The examination will consist of a standard, multiple-choice Civil Service Computer-Based Written Examination (weight:100%). IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please go to to apply Qualified applicants will be notified via email, which will include the link to take the computer-based Written Exam. Please make sure to read your notices carefully. Accommodations for special medical conditions will be considered on a case-by-case basis. About the County San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities. The County of San Mateo, as an employer, is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work. The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels. HR Contact: Jennifer Reyes () (Office Specialist - E337) Please visit for a complete listing of all benefits for this classification. Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change. NOTE: Employees hired on or after January 1, 2013 may be subject to new Pension Reform retirement laws. As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you. County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked. 01 The Office Specialist job classification is the senior, most experienced level in the general office support classification series. Employees in this classification are considered experts in all aspects of the clerical functions within departments. Describe your experience performing advanced, senior level clerical tasks in business offices. List the duties and the roles you performed. Be detailed and complete in your response. 02 Explain how you organize your office tasks to meet deadlines while maintaining accuracy and completeness in your work. 03 Some positions require the ability to speak, read and write in both Spanish and English. Are you fluent in both languages? (A "no" response will not disqualify you from this process.) YES. Please Note: Spanish-speaking positions require that you have the ability to speak, read and write fluently in Spanish and English. Prior to being hired for a Spanish speaking position you will be required to successfully complete a thorough Bilingual Proficiency Examination with the hiring department. The evaluation factors for the examination will include comprehension and composition. NO. 04 County of San Mateo departments sometimes need extra-help workers in addition to permanent employees. Extra Help positions offer temporary part-time or temporary full-time employment for 1040 hours (which equates to working full-time for approximately six months). However, employment might end sooner depending on the needs of the hiring departments. Extra Help positions are paid on an hourly rate basis. Some extra help positions are eligible for benefits under the Affordable Care Act. Extra-help workers are not guaranteed permanent status at the end of the extra-help assignment. Are you interested in extra-help employment? (A "No" answer to this question will not affect your application for permanent employment.) Yes No Required Question

Created: 2024-11-02