Office Specialist

Office Specialist

Salary

$39,801.99 - $56,005.40 Annually

Location

Sacramento, CA

Job Type

Full-Time Career

Job Number

016095-26-DOU

Department

Utilities

Division

Long Range Financial Planning

Opening Date

07/05/2026

Closing Date

7/19/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

THE POSITION

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

The Business Services Division's Long Range Financial Planning (LRFP) Unit within the Department of Utilities (DOU) is seeking qualified applicants for the Office Specialist position. Under general direction, the Office Specialist helps manage grant projects, track budgets and financial activity, and ensures claims are submitted on time. It also includes monitoring cost trends that affect rate planning, keeping schedules updated, and checking contract spending. Finally, this position requires working with city staff, consultants, and grant agencies to share financial information, coordinate meetings, and review documents to make sure they are clear, concise, and accurately reflect compliance requirements.

IDEAL CANDIDATE STATEMENT

The ideal candidate for this position will have excellent customer service skills, a keen attention to detail, excellent written and verbal communication skills, a willingness to learn, and the ability to manage priorities in a continuously evolving work environment.

Under general supervision, provides a variety of office support activities to an assigned City department/division/section/unit, which may include word processing, data entry and organization, telephone and counter reception, receipt of payments, processing of invoices, record-keeping, report preparation, and filing; provides information and assistance to the general public; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the journey level class in the Office Specialist series. An Office Specialist is expected to perform assigned duties with only occasional instruction or assistance and work is normally reviewed only on completion. Incumbents research, select, and apply the most appropriate methods to accomplish assigned tasks and handle problems and deviations in the work assignment in accordance with established policies and procedures. Adequate performance at this level requires the knowledge of general City procedures, as well as knowledge of the department/division/section/unit, its procedures, and operational details. This class is distinguished from the Senior Office Specialist in that the latter performs more advanced and complex clerical and office support requiring additional training and/or experience and may provide technical and functional direction to lower-level office support staff.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by management, professional, technical, or higher level clerical positions. Functional or technical supervision may also be received from department staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform related duties as needed:

• Perform a wide variety of office administrative duties to support assigned department/division/section/unit, including filing, preparing records and reports, accounts payable, processing permits and licenses, cashiering duties, and ordering and maintaining office and other related supplies.
• Maintain accurate and detailed records, verify accuracy of information, research discrepancies, and record information.
• Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply City, departmental, and divisional policies and procedures in determining completeness of applications, records, and files.
• Prepare, copy, collate, and distribute a variety of documents; ensure proper filing of copies in central files or electronically.
• Compose, type, format, and proofread a variety of documents including letters, reports, memos, and statistical charts.
• Compile information and data for statistical and financial reports; check data; prepare and assemble reports, manuals, articles, announcements, and other informational materials.
• Gather, assemble, process, update, and distribute a variety of forms, records, and data as requested.
• Perform general reception duties; receive and screen visitors and telephone calls; take messages, direct callers and visitors to the proper office or person, and/or provide factual information regarding City services, programs, projects, and activities; apply policies, procedures, rules, and precedents in response to inquiries and complaints from the public; direct callers to appropriate City staff as necessary.
• Maintain and update record systems and specialized databases; verify accuracy of information; retrieve information from systems and databases as required.
• Receive, open, time stamp, sort, and distribute all incoming mail, faxes, invoices, and parcels; maintain and process outgoing mail.
• Receive and process reimbursements, invoices, purchase requisitions, and other requests for payment; maintain records; follow-up on status of payments.
• Monitor and order office supplies; submit expense claims.
• Establish and implement file, index, tracking, and record-keeping systems; periodically review and purge files in accordance with the records retention policy.
• Maintain calendars and make meeting and travel arrangements; schedule meetings between City staff and other groups or organizations; arrange for necessary set-up and materials to be available at meetings.
• Issue, receive, type and process various applications, permits and other forms.
• May perform cashiering duties; receives money and issues receipts; collects and accounts for service fees.
• May receive incoming telephone and voice radio calls, secure and record information and use voice radio to dispatch necessary City services; keep radio contact with City units.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

QUALIFICATIONS

Knowledge of:

• Modern office practices and procedures including use of standard office equipment and computer applications related to the work such as word processing, database, and spreadsheet applications.
• Departmental organization, practices, and procedures and applicable City policies.
• Principles and practices of data collection and report preparation.
• Basic accounting methods, procedures, and terminology.
• Principles of business letter writing.
• Basic principles of record-keeping and cash handling.
• English usage, spelling, grammar, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Perform responsible clerical support work with accuracy, speed, and minimal supervision.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief instructions.
• Understand and apply departmental and City policies and procedures.
• Understand the organization and operation of the City as necessary to assume assigned responsibilities.
• Make accurate arithmetic computations.
• Organize, maintain, and update office database and records systems.
• File materials alphabetically, chronologically, and numerically.
• Organize own work, set priorities, and meet critical time deadlines.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Understand and carry out oral and written directions.
• Operate modern office equipment, including a computer and word-processing, database, and spreadsheet application programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EXPERIENCE AND EDUCATION

Experience:

One (1) year of experience performing a wide variety of general clerical duties.

Education:

Possession of a High School diploma or G.E.D. equivalent.

SPECIAL QUALIFICATIONS

Working Conditions:

Type at a speed of not less than forty (40) net words per minute.

Physical Conditions:

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 and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer and to operate standard call center and 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 Conditions:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives while interpreting and enforcing departmental policies and procedures.

PROBATIONARY PERIOD

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

THE SELECTION PROCEDURE

Please note, the City of Sacramentos preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;

• Employment applications must be submitted online; paper applications will not be accepted.

• Employment applications will be considered incomplete and will be disqualified:

• If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).

• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.

• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.

• If you're requesting Veteran's credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran's credit can be found in the Civil Service Board rules under rule 4.9C.

• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.

2. Training and Experience Exam: (Weighted 100%) - The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidates education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• A resume will not substitute for the information required in the T&E questions.

3. Eligibility: Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate's eligibility expires one year from the date of notification of a passing score for the Office Specialist examination.

4. Screening Committee: (Pass/Fail)- All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:

For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide for a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment;
• Send an email to employment@cityofsacramento.org; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay

Did you know that the City offers bilingual pay? Thats right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act

The City of Sacramento is covered by the California Public Employees Retirement System, and as such, must adhere to the California Public Employees Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicants eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer

The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts:https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

01

APPLICATION: I understand my application must meet the minimum qualifications for consideration of employment with the City of Sacramento. The experience I list in the duties area of the "Work Experience" section of the employment application will be used to determine if I meet the minimum qualifications as stated on the job announcement. A resume, responses to the supplemental questions requiring a narrative response, employment history listed elsewhere in the application or attachments will not substitute for the information required in the "Work Experience" section of the employment application. Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week). Please refer to the City of Sacramentos Applicant Resources Page for Screening Instructions: https://www.cityofsacramento.gov/HR/employment

• Yes

02

SUPPLEMENTAL QUESTIONNAIRE: The answers to the questions below will be reviewed by the hiring department along with the information provided in your employment application. Therefore, your answers must be consistent with your employment application information (especially in the "Education" and "Work Experience" sections), must be unambiguous, and must contain sufficient but concise detail and organization. A resume will not be accepted in lieu of completing this Supplemental Questionnaire. Lack of clarity, incomplete or inconsistent information, and/or disorganized presentation may negatively affect the hiring departments review of your Supplemental Questionnaire. I understand and agree to the above instructions.

• Yes

03

Describe your experience using word-processing, database, and/or spreadsheet application programs.

04

Describe your experience establishing, maintaining, and fostering positive and effective working relationships.

05

TRAINING AND EXPERIENCE EXAMINATION: The following questions are the Training and Experience (T&E) Examination. In addition to the City of Sacramento employment application, applicants must complete and submit online responses to the T&E questions. This exam will evaluate the relevance, level, and progression of a candidates education, training and experience. Therefore, your responses to the T&E Exam questions should be thorough and complete because the exam score will determine your ranking on the eligible list for this job. In accordance with the City of Sacramentos Racial and Gender Equity Action Plan (RGEAP), this examination contains non-binary names and pronouns. For additional information regarding the Citys RGEAP, please copy and paste the following link into a web browser: https://www.cityofsacramento.gov/content/dam/portal/hr/Divisions/ode/workforce-equity-documents/Full-RGEAP.pdf I understand and agree to the above instructions.

• Yes

06

Select the one option that best describes your experience performing various administrative duties including: email communications, directing calls, compiling information, calendar scheduling, and/or office supply management.

• Two years or more
• At least eighteen months, but less than two years
• At least one year, but less than eighteen months
• At least six months, but less than one year
• Less than six months

07

Select all the software/programs you are competent in or use on a regular basis to complete clerical and office tasks.

• Microsoft Outlook or equivalent
• Microsoft Word or equivalent
• Microsoft Excel or equivalent
• Microsoft PowerPoint or equivalent
• Microsoft Access or equivalent
• Microsoft Visio or equivalent
• Microsoft Teams or equivalent
• Adobe Acrobat or equivalent
• Accounting software
• Electronic filing or record management software
• None of the above

08

Select the one option that best describes your experience evaluating tasks on their urgency and importance and communicating status updates to supervisors and/or management.

• Two years or more
• At least eighteen months, but less than two years
• At least one year, but less than eighteen months
• At least six months, but less than one year
• Less than six months

09

Select the one option that best describes your experience in maintaining records, ensuring accuracy, and updating data.

• Two years or more
• At least eighteen months, but less than two years
• At least one year, but less than eighteen months
• At least six months, but less than one year
• Less than six months

Required Question

Employer City of Sacramento

Address 915 I Street

Historic City Hall

Sacramento, California, 95814-2604

Phone (916) 808-5726

Website http://portal.cityofsacramento.org/HR