Office Specialist (Full-time & Part-time)

Office Specialist (Full-time & Part-time)

Salary

$4,969.47 - $6,037.20 Monthly

Location

Ontario, CA

Job Type

Varies

Job Number

070426 Office Specialist

Department

Various

Opening Date

07/03/2026

Closing Date

7/12/2026 5:00 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

TMTR

• Description
• Benefits
• Questions

The Position

Office Specialist - Citywide

(Full-Time/Part-Time)

The eligibility list established from this recruitment will be used to fill current vacancies and any vacancies that occur within one year from the established date.

Are you interested in a career in public service where you can make a positive impact on the community? Do you consider yourself to be organized and personable? If so, the City of Ontario has an exciting career opportunity for a well-qualified applicant interested in joining the Citys team as an Office Specialist. The Office Specialist plays a key supporting role within an assigned department by providing critical administrative and clerical support.

The Ideal Candidate

Working in a diverse professional environment, the ideal candidate for this position will have the following personal characteristics:

• The ability to take ownership of their position to support the other members of the team.
• Exceptional communication/interpersonal skills enabling them to collaboratively work with the public, City staff, and management.
• Strong organizational skills.
• The ability to administer multiple tasks and easily transition between the departments needs as they alternate between immediate demands and ongoing administrative operations.

The successful candidate will embody the Departments mission and vision as well as the qualities of a "Five Tool Player" - Leader, Thinker, Communicator, Operator and Public Servant - and the principles of the Citys Customer Service Philosophy - Empathy, Respect, and Problem Solving.

NOTE: The Office Specialist is a common classification used in a variety of City departments. This recruitment will result in an eligibility list to meet the current and future full-time and part-time staffing needs of departments with openings in this classification.

Part-time/Temporary positions are scheduled to work no more than 29 hours per week and are not eligible to participate in the Citys health insurance or retirement plans.

The following procedures will apply:

• The Eligibility List will consist of both internal and external applicants who meet the qualifications and successfully complete any required selection processes.
• The hiring department has the discretion to consider internal applicants on the Eligibility List prior to considering external candidates on the Eligibility List.
• The City of Ontario reserves the right, if necessary, to accept only the first one hundred (100) applications from applicants that meet the qualification guidelines below.
• Completed applications will be reviewed and only qualified applicants whose qualifications best meet or exceed the requirements of the position and needs of the City will be invited to participate further in the selection process.

Background Investigation

All appointments to this position are subject to a satisfactory background investigation conducted by the Ontario Police Department. The background investigation will include the following: passing of a polygraph test and the successful completion of a post-offer medical exam (including drug screen). Candidates may be disqualified from further consideration during the background investigation for a variety of reasons including if they have: an excessive number of traffic citations and/or collisions; arrests and/or convictions; a history of illegal substance abuse; poor credit history (factors include bankruptcy, foreclosures, liens, repossessions, and recency); or thefts from a previous employer. For clarification of any of the above disqualifying reasons, please call the Police Department Background Unit at (909) 408-1820. The following list describes some areas that are covered in the background investigation:

• Your relatives, references, and acquaintances are asked to comment on your suitability for a career in law enforcement.
• The information supplied regarding your educational history is examined and verified.
• You must list a history of your residences.
• Your work history and experience are examined with regard to your dependability, relationships with fellow workers, trustworthiness, and general job performance.
• Military service records are subject to verification.
• The background investigation considers your management of personal finances (however, being in debt does not automatically disqualify you).
• Your criminal, driving, and insurance records are evaluated. Felony convictions will be grounds for disqualification from the selection process.

The City of Ontario is a dynamic leading community in the Inland Empire with a variety of full-time and part-time employment and volunteer opportunities. Ontario enjoys the reputation of being a progressive City which provides solid leadership to its citizens and to the business community. The City provides a full range of services to the community including, but not limited to: Police, Fire, Management Services, Community Life & Culture, Community Development, Economic Development, Public Works and the Ontario Municipal Utilities Company. The City's team is staffed with approximately 1,517 full-time equivalent diverse and talented employees who work to support a common goal of providing excellent service to the community.

The City's vision for the future is very exciting, and we foresee tremendous growth within the years to come. We welcome you to view the City of Ontario's 2026 State of the City video by clicking on the link below as well as the other links to learn more about the City:

State of the City The Ontario Plan

Smart Ontario Downtown Ontario

Examples of Essential Functions

The essential functions typically performed by the Office Specialist include the following:

• Types correspondence, reports, records, applications, and other types of documents.
• Answers incoming calls and routes individuals to appropriate staff.
• Schedules meetings.
• Assists public at front counter and directs public to appropriate locations and/or staff.
• Responds to basic questions from the public regarding department procedures.
• Prepares and maintains various logs, records, invoices, purchase orders, and department files.
• Enters, updates, and verifies detailed fields of information in department computer databases and prepares forms, lists, and related summaries.
• Issues forms and permits and processes applications and payments.
• Operates or relieves personnel on switchboard and assists other administrative support personnel in completing tasks.
• Operates computer and cash register; computes, prepares, and records deposits from fees or basic accounting transactions.
• Prepares and distributes incoming and outgoing mail.
• May dispatch service requests to field personnel using two-way radio.
• Coordinates and makes travel arrangements for conferences, workshops, and other meetings to be attended or administered by managers, supervisors, administrators, or other personnel.
• Arranges, assembles, and prepares designated information for annual budget.

Qualification Guidelines

Education

High school diploma or recognized equivalent.

Experience

Three (3) years of varied office clerical support experience, including public contact work; experience and/or training in the use of Microsoft Office software.

• Part-time experience will be evaluated on the basis of its fractional equivalent of a 40- hour workweek. All required experience must be paid.

Desirable

Experience with Microsoft Office, Workday, and other software application programs.

Supplemental Information

How to Apply

Apply online by clicking on the "Apply" link at the top of this announcement. If this is the first time applying for a position using governmentjobs.com, you will be prompted to create a new user account; otherwise, log in with your username and password. Your application and responses to any supplemental questions will be used to evaluate your qualifications for this position. It is suggested that your application include the following:

• List any relevant experience and education that demonstrates that you qualify for the position.
• List all periods of employment for at least the past 10 years, beginning with your most recent or present employer (including if applicable, all employment with the City of Ontario).
• Separately list each position held, including different positions with the same employer.

A resume may be attached to your application but will NOT substitute for the proper completion of your application. Applications that are not properly completed may be rejected.

NOTE: Transcripts from colleges, universities or technical schools outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or credential evaluation report will result in disqualification from the selection process.

Application Process

Applicants are required to submit required certification(s) or other required documentation as outlined in the Qualifications Guideline section of this bulletin. Please use the attachment function found on the Citys online application to attach copies of the requested certification(s) or other documentation. Failure to attach required documentation may result in the rejection of your application. Please contact the Human Resources/Risk Management Agency if you have any questions regarding the application process.

Your application is the primary tool used to evaluate your job qualifications. It is important that your application show all the relevant education and experience you possess. Failure to complete these sections may result in the rejection of your application.

Supplemental Questions

To complete your application for this position, you may be prompted to respond to supplemental questions. This information will be used as part of the application screening and selection process and is designed to help you present your qualifications for this position. This may include a selection step in which your application and supplemental questions are reviewed and scored by a panel of raters familiar with this position.

Incomplete responses, false statements, omission, partial information, or AI-generated responses may result in disqualification from the selection process. Your responses should be consistent with the information provided on your application.

Please provide succinct, concise, descriptive, and detailed information for each question. If you have no experience, write "no experience" for the appropriate question.

Email Notices

Email is the primary way that the Human Resources/Risk Management Agency or Hiring Department will communicate with you. Please check your email account (including the SPAM folder) on a regular basis for any emails related to the application or selection process. Emails from the City of Ontario will come from "@ontarioca.gov" or "governmentjobs.com." If you change your email address after submitting your application, please visit governmentjobs.com and update your profile.

Frequently Asked Questions

If you have any additional questions regarding the application process, please refer to our Frequently Asked Questions page.

The City of Ontario values the health and wellness of our employees and their families. We understand benefits are an important part of your total compensation and we take pride in offering a comprehensive benefit package. Please check out our excellent benefit packages here www.ontariocityemployees.org.

Employees in this classification are represented by Teamsters Local 1932. For a list of benefits for Teamsters employees please click here 2025 Teamsters Benefit Guide.

01

INSTRUCTIONS: The information on your application and the following supplemental questionnaire will be a primary tool in the evaluation of your qualifications for this position. The information you provide will be reviewed and used to determine your eligibility and to further identify those applicants who are best qualified to continue in the selection process for this position. Incomplete responses, false statements, omissions, partial information or AI-generated responses may result in disqualification from the selection process. Resumes may be attached, but they will not be accepted in lieu of completing the job experience section of the application or the supplemental questions. Responses to the supplemental questions that indicate "see resume" are considered incomplete. By checking the Yes response below, I indicate that I have read the job bulletin and these instructions for completing the supplemental questionnaire. Additionally, I certify that my application and supplemental answers accurately reflect my training, education and experience; and I understand that my responses are subject to verification.

• Yes, I understand the above statement.

02

Which of the following best describes your highest related level of education?

• High School Diploma or Equivalent
• Some College Coursework, No Degree
• Associates Degree
• Bachelors Degree
• Masters Degree
• None of the Above

03

All appointments to this position are required to provide proof of completion of the listed education requirements. Acceptable forms of proof include Unofficial Transcripts, Official Transcripts, Photos and/or Photocopies of Institutional Degrees/Certifications. This must be provided by way of attachment to your online application or as an email attachment sent to the Hiring Agency Representative conducting the reference check. Failure to provide the required documentation at, or before, time of the reference check process will result in disqualification If you require clarification on this requirement, please call the City of Ontario Recruitment Team at (909) 395-2035. Please indicate that you have read the statement above by selecting "Yes."

• Yes
• No

04

Please indicate your complete years of office clerical support experience.

• Less than one year of experience
• One year but less than two years
• Two years but less than three years
• Three years but less than four years
• Four years but less than five years
• Five years or more

05

If selected to move forward in this process, would you be interested in positions that require a comprehensive background investigation (Police, Fire, IT)?

• Yes
• No

06

Do you now, or have you in the past worked with a local, county, or other government agency?

• Yes
• No

07

Please select the type(s) of positions you would be interested in working. Note: This question may be used as a filter in selecting candidates for specific vacancies.

• Full-Time
• Part-Time
• Both Full-Time and Part Time positions

08

Please indicate the amount of experience you have working with the public, providing customer service on a reoccurring basis.

• No experience
• Less than six months
• Six months but less than one year
• One year but less than two years
• Two years but less than three years
• Three years but less than four years
• Four years but less than five years
• Five years or more

09

Please indicate the amount of paid work experience you have organizing and maintaining filing systems and records on a reoccurring basis.

• No experience
• Less than six months
• Six months but less than one year
• One year but less than two years
• Two years but less than three years
• Three years but less than four years
• Four years but less than five years
• Five years or more

10

Please indicate the amount of paid work experience you have proofreading documents for accuracy and completeness on a reoccurring basis.

• No experience
• Less than six months
• Six months but less than one year
• One year but less than two years
• Two years but less than three years
• Three years but less than four years
• Four years but less than five years
• Five years or more

11

Select all the boxes for duties which you have at least ONE year paid work experience performing on a reoccurring basis. If you do not have experience and/or did not perform on a reoccurring basis, select none. *Any selections that are not reflected in your application will not be evaluated.

• None
• Greet, welcome and direct customers in a front desk setting.
• Provide information to both internal and external customer inquiries and direct them to who or where they can find answers.
• Schedule internal and external customers for meetings, classes etc. using Microsoft Outlook or other scheduling tool.
• Maintain and order supplies as needed; review and reconcile invoices.
• Retrieve, open, sort and distribute mail.
• Assist customers with online and website navigation.
• Create and maintain files both electronic and hardcopy.
• Maintain Outlook Calendar for someone other than yourself.
• Independently interpreting policies and procedures to clarify rules/regulations/policies/guidelines/etc. for others.
• Handling confrontational situations, hostile customers, and resolving customer issues/complaints.
• Managing a large volume of concurrent duties involving independent prioritization and reassessment.
• Answer main phone line and transfer to other phone lines if applicable.
• Performing data entry and updating spreadsheets.
• Maintain and stock conference rooms and storerooms.
• Creating and/or updating desk procedures.
• Technical writing and correspondence.

12

Select all the boxes for software applications in which you are proficient to at least an intermediate level. *Please note that you may be required to demonstrate your proficiency during the interview and/or hiring process. If you are not proficient at an intermediate level for any of the following selections, select none.

• None
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Access
• SharePoint
• FileNet
• Geographic Information Systems (GIS)
• Adobe Acrobat
• NEOGOV
• Workday
• Video Conferencing Software (Zoom, Microsoft Teams, etc.)
• Social Media - Work related (Facebook, Instagram, Twitter, etc.)
• Law enforcement databases
• Asana
• CivicRec
• Accela
• Laserfiche
• ImageTrend

13

As noted, this classification is used by various departments throughout the City of Ontario. Please select ALL Agencies/Departments you would like to be considered for.

• Public Works (Administration/ Integrated Waste/ Engineering/ Design & construction / Municipal Services/ Parks & Streets Maintenance)
• Financial Services
• Economic Development
• Information Technology
• Management Services (City Managers Office/ Records Management / Communications & Community Relations/ Innovation, Performance and Audit/ Broadband
• Ontario Municipal Utilities Company
• Community Development (Building, Community Improvement, Planning)
• Community Life & Culture (Recreation/ Housing / Library / Museum Arts & Culture)
• Police Department
• Fire Department
• Human Resources / Risk Management

14

Are you currently working for the City of Ontario in a temporary worker, consultant and/or independent contractor capacity? If yes, please provide the name of the Department(s) below. If no, please list "N/A".

Required Question

Employer City of Ontario

Address 200 North Cherry Avenue

Ontario, California, 91764

Phone 909.395.2455

909.395.2000

Website http://www.ontarioca.gov