Office Specialist

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Job Details

Description

Definition
 
Under general direction, performs a spectrum of office support activities; researches, gathers, completes, and processes forms, documents, memos, and letters; review forms, documents, and letters for completeness and accuracy; answers phones, and greets and directs visitors; prepares and scans files for CCCERA Imaging and Record Retention Programs; and performs related duties as assigned.
 
Supervision Received and Exercised
 
Receives general direction from the Administrative/Human Resources Supervisor.    May exercise lead direction of assigned staff.
 
Class Characteristics
 
This class is distinguished from the Administrative Assistant by its responsibility for processing a wide variety of letters, forms, memos, and imaging in support of CCCERA's administrative and operational functions with minimal supervision.  Office Specialists are expected to exercise independent judgement in performance of duties in support of Retirement Association Staff.  This position may exercise lead direction of assigned staff.
 
This classification is further distinguished from the Administrative Assistant in that the latter classification performs more varied and complex work assignments, such as providing administrative and secretarial support to the Retirement Board and executive and management staff, and overseeing functional programs including the Imaging and the Records Retention Programs.
 

Examples of Typical Job Functions

(Illustrative Only)
Management reserves the right to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 

  • Performs a variety of telephone/receptionist functions; activates/reactivates phones; answers, screens, announces, and transfers calls to appropriate staff members; answers basic information and procedural questions; greets and directs authorized visitors.
  • Prepares complex correspondence and forms, including member estimates, options, or other form letters, derived from system calculations or brief instructions
  • Operates the Prepares and assembles reports, forms, packets, and specialized documents related to CCCERA's operations, including
  • Maintains and updates a variety of logs to track transactions such as applications, distribution election, signed retirement option letters, accounting checks, undelivered benefits statements, new hires, and related categories.
  • Reviews forms, applications, documents, and letters for accuracy and completeness; reviews member files to identify retirement tier and status in the system; organizes information and places into files for Counselor staff.Takes appropriate steps to resolve basic problems related to retired/active member documents.
  • Assembles and processes a wide variety of incoming and outgoing mail and mass mailings, including forms, handbooks, warrants, checks, and Service Retirement and Disability Retirement application packets.
  • Assembles and lists all medical documents acquired from member, Risk Management, and attorneys creating a complete package for Medical Advisor review.
  • Provides assistance to management in the processing of Public Records Act requests.
  • Ensures that meeting and counseling rooms and other staff facilities are maintained, and that any needed forms, booklets, and general office supplies are stocked.
  • When assigned to Imaging/Records Retention: operates and maintains the CCCERA Imaging System; collects, scans, and indexes documents; creates spreadsheets to track pages; prepares, cleans, and purges files; categorizes all imaged documents and correspondence for easy access by CCCERA employees; checks imaged documents for quality; retrieves, prepares, and sends imaged files to off-site storage; ensures adherence to CCCERA policies, procedures, and quality control measures; maintains detailed records, logs, files, and libraries.
  • Performs routine maintenance, training, and troubleshooting for various office machines; contacts repair person as needed; makes arrangements for equipment maintenance and repair.
  • Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, copying documents and materials, and ordering and stocking office supplies.
  • As assigned by management, may lead and direct the work of assigned staff and conduct training in work procedures.
  • Performs related duties as assigned.

 

Qualifications

 

Knowledge of: 

  • Principles and practices of office administration.
  • Modern office practices, methods, and computer equipment and applications related to the work performed.
  • Principles and practices of data collection and report preparation.
  • Recordkeeping procedures and practices, including filing, indexing, and cross-referencing methods.
  • Methods and techniques of imaging documents for accuracy and completeness.
  • Principles and practices related to document retention.
  • Basic mathematics.
  • County Employees Retirement Law of 1937.
  • Principles and practices of customer service.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

Ability to:

  • Process a variety of forms and letters in support of CCCERA's operations.
  • Respond to and effectively prioritize multiple phone calls and other requests for service.
  • Prepare correspondence and reports; maintain records and databases.
  • Prepare and maintain accurate and concise records, reports and filing systems.
  • Research, gather information, and complete forms.
  • Understand and carry out oral and written instructions.
  • Interpret rules and regulations and develop clerical operational procedures.
  • Analyze non-routine situations and adopt effective course of action.
  • Organize own work, set priorities and meet critical deadlines.
  • Operate modern office equipment including computers and specialized software applications relevant to work performed.
  •  Use English effectively to communicate in person, over the telephone, and in writing.
  • Maintain confidentiality.
  • Perform word processing with sufficient speed and accuracy to perform assigned work.
  • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
  • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
  • Demonstrate strict confidentiality, professionalism, integrity, and compliance with applicable laws and regulations at all times.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

 

Equivalent to completion of the twelfth (12th) grade and two (2) years of clerical and/or secretarial experience.

 

Substitution:  One (1) year of full time or its equivalent clerical/secretarial experience in a California County retirement office may be substituted for the required experience.

 

Licenses and Certifications:

None.

Physical Demands:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Environmental Elements:

 

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Disaster Service Worker:

All Contra Costa County Employees’ Retirement Association (CCCERA) employees are designated Disaster Service Workers through state and local law. Employment with CCCERA requires the affirmation of a loyalty oath to this effect. Employees are required to return to work as ordered in the event of an emergency, therefore, employees must be residing within 200 miles of Concord, CA on scheduled work days.

Equal Employment Opportunity:

It is the policy of CCCERA to consider all applicants for employment without regard to race, color, religion, sex, national origin, ethnicity, age, disability, sexual orientation, gender, gender identify, gender expression, marital status, ancestry, medical condition, genetic information, military or veteran status, or other protected category under the law.

 

Additional Information

Preference will be granted to applicants with experience in the County Employees’ Retirement Law of 1937 (CERL or 1937 Act).
 
This position has 8 steps in the salary range. CCCERA generally starts new hires at step 1, or step 2 based on qualifications. The salary increase from step 1 to step 2 is assessed at 6 months and annually thereafter.   
 
After an initial training period, CCCERA allows employees to request to work remotely up to 2 days per week. Everyone is required to work in the office on Tuesdays.    

Job ID
305
Job Title
Office Specialist
Application Deadline
07/15/2024
Salary Range
$4,667.87 - $6,564.13
Job Location
Concord, CA
Website
www.cccera.org/careers 

Contact Information

Name
Roxie Mendoza
Phone Number
(925) 521-3960
Email
rmendoza@cccera.org 
Best Method of Contact
EMAIL