Job Description

Posting number: 26-D09-A

Department: County-Wide Recruitment

Job classification: Office Specialist III

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Customer Service, Business

Summary

Under limited supervision, to perform a wide variety of moderately complex and responsible assignments requiring comprehensive knowledge of subject matter, organizational activities and operations.

WRITTEN EXAM REQUIRED: Applicants who meet the employment standards will be invited to take a written examination. The examination is tentatively scheduled for the week of November 2, 2026. Examination date(s) may change based on the number of applicants.

Examples of duties

• Furnishes public, departments and agencies with information by searching for and abstracting technical data, giving explanations of laws, regulations, policies or procedures, sending materials, and composing routine letters; may respond to inquiries via electronic mail;
• Assists visitors and callers about locations, functions and services of departments. Exercises considerable judgment, discretion and interpretive ability in determining the needs of callers and visitors to direct them to appropriate offices or personnel;
• Extracts technical and statistical data for entry into computer system; performs research to complete input as needed;
• Prepares a variety of correspondence, forms, legal documents, reports, articles, technical specifications, memoranda, resolutions, minutes of meetings or hearings from a dictation machine, clear copy, notes or instructions, where knowledge of format and presentation is necessary;
• Takes and relays messages for department office or personnel; returns phone calls as needed or refers message to appropriate office or personnel;
• Maintains subject or numerical files in a standard equipment or computer system; classifies material and prepares new file folders or database as needed; may perform record maintenance of activities of a unit including work received, status of work, work completed and renewal action required;
• Identifies potentially dangerous or disturbed persons and takes appropriate action according to office policies and procedures;
• Performs variety of clerical duties including copying and assembling materials, collecting and distributing mail, answering phones, faxing documents and other related tasks;
• Performs payroll activities such as maintaining records of time worked, overtime, leaves and absences;
• Orders office supplies and equipment by preparing requisition and purchase orders, and checking prices and extensions;
• Creates and maintains a database for case tracking, retrieval of information, and maintenance of computer files; performs research to complete database as needed;
• Schedules meetings, appointments, rooms, and training for both staff and clients; maintains schedules of activities and location of staff members as required;
• Coordinates billing, accounts payable and inventory; maintains records of transactions by issuing receipts, permits, passes, releases, and licenses; checks, computes and collects fees, and may maintain control over petty cash;
• Interviews patients/clients to secure basic personal, financial and medical data as necessary; performs research and updates on client status from folder files or computer files;
• May offer orientation and answer procedural questions for new employees and coworkers;
• Reviews and corrects documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations;
• Prepares statistical summaries for billing purposes, work activity of unit, technical data and reports;
• Operates standard office equipment; performs simple troubleshooting and maintenance;
• Performs other related duties as required.

Qualifications

Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities:

Experience Note: The knowledge and abilities required to perform this function are normally acquired through training and experience equivalent to the possession of a high school diploma and 2 years work experience performing a wide variety of clerical duties, or one (1) year work experience equivalent to that of a Santa Clara County Office Specialist II.

Knowledge of:

• Office practices and procedures, including filing systems, financial record keeping, reference sources and preparation of correspondence and reports;
• English vocabulary, grammar, spelling, punctuation and style/format;
• Customer services principles, including the handling of irate and distressed people;
• Computer applications, such as word processing, spreadsheet and/or database;
• Basic mathematics to perform simple calculations and statistical reports;
• Telephone procedures and etiquette.

Ability to:

• Deal tactfully with members of the public often under stressful conditions;
• Communicate effectively in providing information and assisting callers and visitors;
• Use a keyboard with moderate speed and a high level of accuracy;
• Use discretion in organizing activities and set priorities;
• Prepare concise reports;
• Analyze information and materials and formulate conclusions;
• Interpret and apply specific laws and ordinances, office policies and procedures;
• Effectively organize activities and prioritize to meet deadlines;
• Operate standard office equipment.

** Departments may selectively recruit for typing speed up to 50 Net WPM, depending on departmental need.