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Position Description

Changes preceded by double asterisks. ONSITE and REMOTE work at the City of Berkeley Rent Stabilization Board.

**ONSITE from 9am-2pm for the first 3 weeks for training. Thereafter, hours will likely change to 9am-5:30pm ONSITE and REMOTE depending on candidate. **Training will done onsite.

Remote schedule will vary according to work volume and agency needs. **Estimated 20-30 hours per week for first 3-6 weeks; thereafter, schedule may increase to 40 hours depending on candidate and project milestones.

Primary Skills Needed

• 10-key by touch
• Exceptional customer service via phone, email and in person.
• Verified data entry accuracy and attention to detail in work product. Would the selected candidate be handling money?: NO Under general supervision, position will primarily require data entry into a proprietary database, basic customer service via phone, email and in person, and basic clerical work as needed.
• Office Specialist II is the journey-level class in the Office Specialist series, characterized by responsibility for an end product of work, by independent application of knowledge of computerized office methods and procedures. Positions in this class are characterized by a thorough understanding of accepted office practices and departmental activities, and are fully competent to independently perform a variety of office support duties.
• Work is performed under guidelines from which to make decisions and with availability of supervision in non routine circumstances. Specific duties, including the amount of keyboarding, data entry, review and reconciling of data, review and correction of documents, and use of on line or personal computers vary with organizational unit assignment.
• This class is distinguished from Office Specialist III and Accounting Office Specialist III, which are the working lead and/or technical specialist levels of the series.
• Duties assigned to this classification are performed on the basis of the following principles: Service focus should be on results that add value to customers; decision-making is delegated to the closest feasible level to the customer; regulatory and control functions are continuously reviewed with suggestions for improvement as appropriate. All activities are expected to be continuously improved over time.

Skills Required

Examples of Duties:

• The following list of duties is intended only to describe the various types of work that may be performed and the level of technical complexity of the assignment(s) and is not intended to be an all-inclusive list of duties.
• The omission of a specific duty statement does not exclude it from the position if the work is consistent with the concept of the classification, or is similar or closely related to another duty statement.
• Types correspondence, reports, charts, forms and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, or brief instructions, using a variety of computer software programs, preformatted documents or graphics and desktop publishing;
• Performs a variety of general office support duties such as opening, distributing and processing mail, ordering office supplies, using standard office equipment and procedures such as keyboarding, filing, answering the telephone, providing information to customers, and preparing periodic and special reports;
• Obtains information from customers to begin or discontinue city services; explains licensing and parking permit requirements, fee structures, and administrative rules to contest citations;
• Proofreads and checks keyboarded data and other materials for correct grammar, punctuation, and spelling, data accuracy, completeness, and for compliance with departmental policies;
• Establishes, maintains, researches and compiles information from office files and suggests improvement to forms and written desk procedures related to work performed; participates in department and inter-department efforts to improve service and systems;
• Operates a customer service information and payment counter, balances daily cash receipts and prepares deposit summaries;
• Reserves rooms and makes all related logistical preparations for meetings and provides summary notes of meetings;
• When assigned to customer service function, greets customers, provides factual information and answers telephone calls; maintains call-tracking information, refers calls or takes messages; resolves customer complaints within the level of authority, and/or refers complaint to next level; responds to both public and internal inquiries about unit activities and programs; assists program participants in understanding guidelines and policies and completing necessary applications, permits and forms; and
• Performs related duties as assigned.
• Knowledge and Abilities: Note: The level and scope of the knowledge and skills listed below are related to job duties as defined under Class Characteristics.

Knowledge of:

• Office practices and procedures, business letter writing, standard format for typed materials, design of filing systems and the operation of standard office equipment;
• Basic arithmetic; banking procedures; ten-key, calculator, and spreadsheet formulas and their use in the assigned accounting function;
• Correct English usage, including spelling, grammar and punctuation;
• Policies and procedures related to the department to which assigned; and
• Word processing, database, and spreadsheet software and the use of personal computing equipment.

Ability to:

• Plan, organize, and maintain office files;
• Compose routine correspondence from templates or brief instructions, take summary notes and transcribe longhand notes at meetings;
• Effectively and tactfully soliciting information from the public and respond to their need for information providing assistance and documenting results;
• Effectively identify and solve work-related problems, improve processes and procedures and documenting results;
• Make accurate arithmetic calculations, reconcile and analyze results; 6. Communicate effectively, both verbally and in writing;
• Use initiative and sound independent judgment within established guidelines;
• Prioritize work and coordinate several activities;
• Establish and maintain productive working relationships with those contacted in the course of the work;
• Understand and carry out oral and written directions;
• Type accurately at a rate of *60* net words per minute from printed copy

Skills Preferred

• Demonstrated attention to detail and high degree of data-entry accuracy is essential for this assignment.

Experience Required

• Minimum Qualifications: Equivalent to graduation from high school and 2 years of office support experience. Desirable Qualifications: College level courses in general business subjects such as business practices, customer service, bookkeeping and accounting are desirable.

Education Required

• Minimum Qualifications: Equivalent to graduation from high school and 2 years of office support experience. Desirable Qualifications: College level courses in general business subjects such as business practices, customer service, bookkeeping and accounting are desirable.