Office Specialist II

Office Specialist II

Salary

$68,566.68 - $89,125.92 Annually

Location

3331 N First St, San Jose, CA 95134, CA

Job Type

Full-Time

Job Number

26-CK-1221

Division

System Safety & Security

Department

Environmental, Health & Safety

Opening Date

10/29/2026

Closing Date

11/12/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Job Description

Are you an organized, detail-oriented administrative professional who thrives in a fast-paced environment? VTA is seeking an Office Specialist II to provide essential clerical and administrative support to a dynamic work unit. In this role, you will maintain accurate records, prepare and proofread documents, enter and retrieve data, support timekeeping activities, coordinate meetings, assist customers and staff, and help keep day-to-day office operations running smoothly.

The ideal candidate is dependable, adaptable, and comfortable managing multiple priorities while exercising sound judgment and maintaining a high level of accuracy. If you have strong organizational, communication, customer service, and computer skills and enjoy being an integral part of a team, we encourage you to apply.

About the Safety & Security Department

This division oversees VTAs safety and transit system security and law enforcement functions, which include oversight of the Transit Security Department, management of contracted security services provided by Allied Universal Security, administration of VTA's contract with the Sheriff's Department for sworn law enforcement personnel and Cyber Security.

Definition

Under limited supervision, the Office Specialist II performs a wide variety of moderately complex and responsible assignments requiring comprehensive knowledge of the organizational activities, operations, methods, and processes of a work unit.

Distinguishing Characteristics

This is a journey-level clerical classification. This classification differs from the next lower class of Office Specialist I in that the duties of the Office Specialist II are more difficult and complex than those of the Office Specialist I. Incumbents in this class have a comprehensive knowledge and understanding of the clerical processes and procedures of the work unit, and they use independent judgment and discretion in determining the appropriate course of action. The Office Specialist II is used as a timekeeper for work units throughout VTA.

The Ideal Candidate

The ideal candidate is a highly organized, detail-oriented administrative professional who demonstrates accuracy, dependability, sound judgment, and excellent customer service. They are comfortable working independently while also contributing effectively as part of a team and can successfully organize and prioritize multiple assignments with competing deadlines.

The successful candidate will have experience preparing and proofreading business documents, maintaining accurate records, entering and retrieving information from computerized systems, compiling information for reports, and using common office software such as word processing, spreadsheets, and databases. Experience supporting timekeeping, payroll-related records, scheduling, purchasing, or other administrative processes is highly desirable.

The ideal candidate also communicates professionally with employees, customers, and other stakeholders and demonstrates the ability to learn new systems, procedures, and specialized software.

About VTA

The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County's authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all.

Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused transportation options that are innovative, environmentally responsible, and promote the vitality of our region.

VTA provides bus, light rail, and paratransit services, as well as participates as a funding partner in regional rail service including Caltrain, Capitol Corridor, and the Altamont Corridor Express.

As the county's congestionmanagement agency, VTA is responsible for countywide transportation planning, including congestion management, design and construction of specific highway, pedestrian, and bicycle improvement projects, as well as promotion of transit-oriented development.

VTA provides these services throughout the county, including Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San Jose, Santa Clara, Saratoga and Sunnyvale. VTA continually builds partnerships to deliver transportation solutions that meet the evolving mobility needs of Santa Clara County.

As we continue to implement our VTA Forward Plan, we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services.

For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForwar

Family-Friendly Workplace Certification Program (FFWCP)

The County of Santa Clara FFWCP recognizes VTA as a business that creates supportive workplaces for employees and their families.

Family-friendly workplaces improve health outcomes and job satisfaction for employees and increase work productivity and retention for employers. Employers can create a family-friendly workplace by meeting and exceeding state and federal employment laws relating to parental leave, lactation accommodation, and work/family balance.

Essential Job Functions

Typical Tasks

• Types correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other electric office equipment;
• Enters and retrieves data and information in computer data bases, computer records, and other computer based information systems; codes information for entry into computer records and other records; runs standard reports;
• Functions as a timekeeper for the unit;
• Researches, extracts, and compiles data for reports and other documents;
• Proofreads and checks typed and other materials and computer entries for accuracy, completeness, compliance with VTA policies and procedures, and correct English usage including grammar, punctuation and spelling;
• Enters and maintains records of time worked, overtime, leaves, and absences in SAP or other systems;
• Sets-up, maintains, and revises filing systems; prepares new file folders, performs filing and file retrieval duties; and purges outdated information and materials;
• Assists visitors and callers by answering questions or referring them to the appropriate source of information; distributes forms and assists in their completion; and schedules appointments;
• Receives, sorts, and distributes mail, reports, and other materials; and prepares mailings;
• Receives materials, supplies and equipment; verifies quantity and condition; and makes deliveries;
• Maintains controls over petty cash; may receive payments and issue receipts;
• Maintains logs or records of work unit activities and prepares reports and summaries;
• Operates a variety of office equipment, such as personal computers, calculators, telephones, fax machines, photocopiers, microfiche readers, etc.;
• May design or format documents, letters, forms and other materials;
• Prepares requisitions, purchase orders, and other forms necessary for unit operation;
• Contacts others to give and receive information, explaining laws, regulations, and policies and procedures;
• Learns specialty software programs and office equipment of assigned unit;
• Schedules meetings, contacts participants, and makes arrangements for meeting facilities, equipment, and the preparation of meeting materials;
• Maintains office equipment including contacting service and repair personnel;
• May assist in the training of new or temporary personnel;
• Performs other related work as required.

Minimum Qualifications

Employment Standards

A candidate would normally have training and experience equivalent to completion of the 12th grade or equivalent and two (2) years of clerical development that has provided an opportunity to perform a variety of clerical assignments requiring use of discretion and judgment. Course work or experience in computer software programs such as word processing, database, and spreadsheets is required.

Type accurately at the net rate of 30 wpm.

Supplemental Information

Knowledge of:

• Standard office administrative practices and procedures, including business letter writing and the operation of common office equipment such as typewriters, calculators, copy machines, facsimiles, microfiche readers, and personal computers (with common software including word processing, data base, and spreadsheet software);
• Record keeping, filing, indexing, and cross referencing;
• Report preparation;
• Correct English usage, including spelling, grammar, and punctuation;
• General customer service skills;
• Basic mathematics.

Ability to:

• Type correspondence, reports, technical specifications, minutes of meetings, financial statements, memoranda, lists, and other written materials or documentation using word processing equipment, software, or other electric office equipment;
• Operate modern office equipment, including personal computers (with common software including word processing, data base, and spreadsheet software);
• Gather and compile information, prepare reports and numerical summaries;
• Analyze information and materials and formulate conclusions based upon prescribed policies and procedures;
• Establish and maintain effective relationships with those contacted in the course of work;
• Calculate solutions to mathematical problems involving addition, subtraction, multiplication, and division;
• Follow oral and written directions;
• Work well independently, when required, and as a member of a team;
• Multitask;
• Organize work, set priorities, and adjust to frequently changing priorities, meet critical deadlines, and follow up assignments with a minimum of supervision;
• Maintain records on a computerized data base;
• Learn specialty software programs specific to the work unit.

General Application Instructions

Please read this job announcement in its entirety before applying. We recommend printing or saving a copy for future reference.

To be considered, applications must be submitted online through the Human Resources department by the posted deadline. If the job posting is listed as "continuous," we encourage you to apply as soon as possible, as the posting may close without prior notice. Once your application is submitted, you will receive an immediate email confirmation.

Personalized responses to Supplemental Questions that connect your past experiences to this specific role are the most effective. AI-generated content may lack the specificity required to address the key criteria outlined in the job description. While we encourage the use of AI as a tool to enhance your work, we want to evaluate your non-AI-assisted communication skills. You may use AI to generate ideas, but please ensure your final responses are in your own voice and reflect your unique experience. Overreliance on AI-generated content is discouraged and may diminish your chances of success.

Important: Only online applications will be accepted for this recruitment. We do not accept paper applications, resumes, Job Interest Notification Cards, or incomplete/unsubmitted applications in place of a fully completed application.

Communication & Contact Information

All updates regarding your application-including notices for testing and interviews-will be sent via email. Be sure to select email as your preferred method of communication and maintain a valid, up-to-date email address. Applicants are also responsible for keeping their phone numbers and mailing addresses current in their online profiles.

Due to the high volume of applications, we are unable to provide individual updates. Please check your application status through your online account. For technical support, contact NEOGOV at (855) 524-5627, Monday through Friday, 8:00 AM - 5:00 PM (PST), excluding holidays.

Application Review & Processing

All current and prior relevant work experience-including experience with VTA-must be fully detailed in the Work Experience section of your application. Entries such as "see resume" are not acceptable. Incomplete or improperly completed applications may be rejected, even if you meet the minimum qualifications.

While you are welcome to upload a resume, it does not substitute for completing the online application in full. Be sure that your application accurately reflects the education and experience necessary for the position.

Applications are reviewed throughout the recruitment process to determine whether candidates meet the minimum qualifications. Meeting these minimums or advancing through any stage does not guarantee further consideration. Any misrepresentation or falsification of qualifications, experience, education, or training may result in disqualification and/or exclusion from future employment opportunities with VTA.

This classification is represented by Service Employees International Union Service Employees International Union (SEIU), Amalgamated . Wages, hours, and other terms and conditions of employment are governed by the applicable collective bargaining agreement between VTA and the union.

Tentative Examinations:

Oral Panel: Week of November 16, 2026

Conditions of Employment

Final candidates must successfully complete a Livescan background check, reference checks, verification of education or certifications, and a criminal history review before appointment.

For sensitive positions, VTA requires all safety-sensitive positions to have a 6-month DOT physical clearance. Obtained at the time of preboarding from a VTA-contracted Concentra Location.

Eligibility List

The established Eligible List from this recruitment will be used to fill the current vacancies and additional vacancies that may occur. Eligible Lists typically remain in effect for six (6) months. However, Human Resources may abolish Eligible Lists at any time during the six (6) month period. Human Resources may extend eligible Lists for up to two (2) years. Eligible Lists may be used for more than one recruitment.

Americans with Disabilities Act Accommodations

VTA is committed to providing reasonable accommodations to individuals with disabilities in the recruitment and examination process. To request an accommodation, please contact the Human Resources Department at (408) 321-5575 or email Personnel@vta.org at least five business days before the test.

Veterans' Preference Program

VTA welcomes and encourages the employment of veterans of the United States Armed Forces. Qualified veterans may be eligible to receive additional veterans' preference credit in the selection process for this recruitment.

To be considered for Veterans' Preference credit, please attach a PDF copy of your DD Form 214 (Service Copy 2) or other official discharge documentation showing your enlistment and discharge dates and character of service (i.e., type of discharge) in the "Attachments" section of your application. Applicants requesting preference based on a service-connected disability, please submit Standard Form 15 (SF-15) along with any required supporting documentation.

Veterans' Preference credit will only be applied after the required documentation has been received and eligibility has been verified.

Equal Employment Opportunity

VTA is an equal employment opportunity employer. VTA does not and will not tolerate discrimination against applicants or employees on the basis of age, ancestry, color, marital status, mental or physical disability, genetic information, national, origin, immigration status, political affiliation, race, religion, creed, sex, gender identity, gender expression, sexual orientation, pregnancy, medical condition, disabled veteran or veteran status, etc.

VTA offers a generous benefit package including: vision care, a choice of health plans, dental coverage, an employee assistance program, life insurance, and liberal holiday, vacation, and sick leave. A credit union and deferred compensation are also available to employees at their option. Detailed information on VTAs benefits may be found here: https://app.strivebenefits.com/santa-clara-valley-transportation-authority

As defined by the California Public Employees Pension Reform Act (PEPRA):

• Classic Members retirement benefit formula is 2% @55.
• New Members retirement benefit formula is 2% @62.

All Classic AFSCME, SEIU, TAEA, and Non-Rep employees hired on or after 01/09/2012 pay 7.0% of salary toward the required employee contribution to PERS.

All New/PEPRA AFSCME, SEIU, TAEA, and Non-Rep employees pay 8.0% of salary toward the required employee contribution to PERS.

Social Security taxes will be deducted from each employees bi-weekly salary.

01

Describe your clerical or administrative support experience. In your response, include the types of duties you performed, your level of responsibility, and the types of departments or work environments you supported.

02

Describe your experience managing multiple assignments with competing priorities and deadlines. How do you organize your work, determine priorities, and ensure assignments are completed accurately and on time?

03

Describe your experience performing timekeeping or maintaining employee attendance records. Include the systems you have used and your experience tracking regular hours, overtime, leave, absences, or corrections to time records.

04

Describe your experience entering, reviewing, or maintaining information in computerized systems or databases. What steps do you take to ensure the information you enter is accurate and complete?

Required Question

Employer Santa Clara Valley Transportation Authority

Address 3331 North First Street, Bldg. B-1

San Jose, California, 95134

Phone (408) 321-5575

Website http://www.vta.org