Utilities Office Specialist

Utilities Office Specialist

Salary

$1,974.16 - $2,399.61 Biweekly

Location

Santa Maria, CA

Job Type

Full-Time

Job Number

FY 26-00142

Department

Utilities

Opening Date

06/10/2026

Closing Date

6/20/2026 5:00 PM Pacific

Max Number of Applicants

50

• Description
• Benefits
• Questions

OPPORTUNITY

Open Date: June 10, 2026

Closing Date: June 20, 2026 at 5:00 p.m.

• This recruitment will close ahead of schedule if 50 applications are received before the advertised closing date*

WHAT WE DO

The Utilities Department is responsible for providing water, sewer, refuse collection, and disposal services to Santa Maria. The Mission Statement of the Utilities Department is to provide efficient utility services through the use of progressive innovation, excellent customer service, and the wise use of public resources for the long-term benefit of the community.

This recruitment is for a position in the Solid Waste Division of the Utilities Department. This position will be responsible for providing customer support services to more than 20,000 customers related to solid waste (trash, recycling, and organics) collection and water services. As a member of a three-person work group, Utilities Office Specialists provide professional customer service, handle a large call volume and detailed work order management system, and exercise precision and accuracy in carrying out work.

IDEAL CANDIDATE STATEMENT

The ideal candidate for this position has responsible clerical experience in a public-facing office and they will work collaboratively in a team environment. They will have experience with data entry and managing records. They will be reliable, a quick learner, and pay attention to details. They will effectively read and follow established procedures and execute tasks with accuracy. Experience with multiple computer systems and/or work order management is highly desirable but not required. Bilingual ability in Spanish is also highly desirable.

FULL JOB DESCRIPTION

Utilities Office Specialist (Bi-weekly range: $1,974.16 - $2,399.61)

REQUIRED SUBMITTALS

1. Online application and supplemental questions

2. Cover letter that aligns background and experience to Ideal Candidate Statement (attach to online application)

DUTIES

These duties are a representative example; position assignments may vary depending on the business needs of the department and organization.

This position:

• Provides service by phone, in-person, and email, including responding to service requests and explaining account information and department services to the public and City staff.

• Serves as a liaison for field staff, department staff, and other City departments to accomplish service requests and meet operational objectives.

• Assigns real-time work orders to field staff.

• Enters, updates, and maintains information in various software systems and prepares operational reports.

• Organizes and maintains department records.

• Reviews and use geographic information system databases to complete assigned tasks.

• Acts as a receptionist for the department, screens phone calls and visitors, and responds to routine requests.

• Drafts and utilizes various written materials including letters, notices, emails, standard operating procedures, and makes recommendations to improve processes.

• May be responsible for mail collection, mail distribution, and/or completing routine errands for the department.

• Positions assigned to Solid Waste also:

• Review customer accounts and process service applications.

• Accurately calculate costs for services, update costs into financial system of record, and coordinates with Utility Billing to ensure accurate invoice amounts.

• Perform data audits and/or conduct data reconciliations as required.

• Positions assigned to Water Resources may:

• Support the coordination, preparation, and/or verification of financial records as required, including but not limited to timecards, purchase orders, and invoices.

• Upholds the values of the organization and has strong customer service orientation.

• Performs other related duties as assigned.

• Demonstrates regular, reliable, and punctual attendance.

MINIMUM QUALIFICATIONS

• Graduation from high school, or GED.
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above; and
• Ideally, one or more years of responsible office or administrative experience, including a focus on customer service and/or responding to operational service requests.
• Current technical/professional knowledge of complex principles, methods, standards, and techniques associated with the scope of work of a recognized profession, such as:
• Required licenses and/or certifications associated with the assignment:
• Valid Class "C" Driver's License.

Individual Contributor

Incumbents should have a solid foundation of the Individual Contributor Competencies identified by the organization to be essential and listed in order of importance.

• Team Player - Effective performers are team oriented, share resources, respond to requests, and support a spirit of cooperative effort.
• Customer Orientation - Effective performers are in touch with community needs and review the organization through the eyes of Santa Maria residents. They go out of their way to anticipate needs.
• Integrity - Effective performers think and act ethically and honestly, take responsibility for their actions and foster a work environment where integrity is rewarded.
• Communicativeness - Effective performers recognize the essential value of continuous information exchange and the competitive advantage it brings. They actively seek information from a variety of sources and disseminate it in a variety of ways. They use modern technologies to access and circulate information, even across great distances. They take responsibility for ensuring that their people have the current and accurate information needed for success.
• Initiative - Effective performers are proactive and take action without being prompted. They do not wait to be told what to do or when to do it. They see a need, take responsibility, and act on it. They make things happen.
• Composure - Effective performers maintain emotional control, even under ambiguous or stressful circumstances, and demonstrate emotions appropriate to the situation.
• Functional/Technical Expertise - Effective performers are knowledgeable and skilled in a functional specialty (e.g., finance, public works, planning, information technology, human resources, etc.), and remain current in their area of expertise.
• Problem Solving & Decision Making - Effective performers identify problems, solve them, act decisively, and show good judgment.
• Learning Agility - Effective performers continuously seek new knowledge, are curious, learn quickly, and use new information effectively.
• Drive/Energy - Effective performers have a high level of energy and are ambitious and passionate about their role. They have stamina and endurance to maintain a fast pace.

SELECTION PROCESS

CONDITIONS OF EMPLOYMENT

• Possession of a valid and appropriate Driver License. Must have and maintain a satisfactory driving record and meet City liability requirements to drive for City business.
• Requires completion of a background investigation to the satisfaction of the City.
• The incumbent must meet the physical requirements of the job class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed.
• Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis.

APPLICATION RANKING

The application packet will consist of the online application, supplemental questions, and a cover letter. If a cover letter is not submitted, your application will be considered incomplete.

Applications will be evaluated and scored. Candidates final score and rank on the eligibility list will be determined by their complete application packet upon meeting the employment standards of the position.

Interviews with the hiring department will be scheduled with certain candidates once the Eligibility List has been established. Only those who best fit the needs of the Hiring Department will be considered for an interview.

If you are experiencing any technical (computer-related) difficulties or need help with attaching documents to your application, call the NEOGOV helpline for assistance at 1-855-524-5627.

The following benefits vary by bargaining unit. For full benefit information please refer to the Memorandum of Understanding or compensation resolution available at https://www.cityofsantamaria.org/services/departments/human-resources/salary-group-agreements.

Retirement

The City of Santa Maria is a member of the California Public Employees Retirement System (CalPERS). Your benefit factor is determined by the retirement formula, age, service credit and final compensation. Based upon your bargaining unit and hire date the benefit factor will vary.

Health Insurance

Medical Insurance is provided to employees and eligible dependents through the California Public Employees Retirement System (CalPERS). There are four Preferred Provider Organizations (PPOs) and three Health Maintenance Organizations (HMOs) to choose from. The benefit amount varies per bargaining unit.

The City has a medical insurance benefit program which provides either payment towards the premium for the employee and eligible dependents, or cash payment if you and your dependent(s) already have health benefits. Evidence of major medical health insurance coverage is required for those employees who receive the cash payment. See Memorandum of Understanding for eligibility requirements.

Dental Insurance

Dental Insurance is provided to employees and eligible dependents through The Standard covering 100% of Preventive; 90% of Basic; and 60% of Major with a minimal deductible. The plan includes a Max Builder option rewarding insured employees and their dependents who use only a portion of their annual dental benefit maximum. The benefit amount varies per bargaining unit.

Vision Insurance

Vision Insurance is available to employees and eligible dependents. Coverage is through VSP and covers an annual Well Vision exam and an allowance towards prescription glasses. The benefit amount varies per bargaining unit.

Life Insurance and AD&D Coverage

All employees working a minimum of thirty two (32) hours per week are eligible for Life and Accidental Death & Dismemberment (AD&D) coverage. Supplemental life, spousal and dependent child options are also available. The benefit amount varies per bargaining unit.

Short-Term & Long-Term Disability

All employees working a minimum of thirty two (32) hours per week, excluding Sworn Police and Fire shall participate in the short-term and long-term disability plan with coverage up to 66 2/3% of salary. Sworn Police and Fire are covered through their respective bargaining unit.

Flexible Spending Accounts (FSA)

The City offers a flexible spending account option for Dependent Care and Health Care Expenses. With these plans, employees can choose to place a portion of their earnings into a personal reimbursement account on a pre-tax basis. Doing so lowers employees taxable income for the year and allows them to pay for their qualified dependent care and eligible health care expenses with pre-tax dollars.

Employee Assistance Program

The City provides an Employee Assistance Program (EAP) through AETNA for all full and part time employees and their eligible dependents. The confidential EAP program can refer employees to professional counselors and services that can help resolve emotional health, family and work-life issues, or provide help with childcare and eldercare assistance, financial and legal services, identity theft recovery services and daily living services.

Wellness Program

Offered to help employees gain knowledge, skills and motivation to improve the quality of their lives and well-being. The Citys Wellness Program includes ergonomic evaluations, flu shots, and Wellness Workshops during lunch and after work. Access to the Paul Nelson Aquatics Center for employee and immediate family members. Access to the Weight room at the Abel Maldonado Community Youth Center for employee and immediate family members. Access to employee discounts and special offers on travel, entertainment, shopping, dining and services.

Mentorship Program

This professional development program of mentoring and job shadowing provides mentees with an opportunity to be mentored by experienced staff with the objective of developing specific skills and knowledge that will enhance the participants leadership skills and promote professional growth.

Succession Planning

The academies are offered to all employees including those that are not yet in a supervisory role, but are interested in becoming leaders within the organization as well as our executive management team who have an interest in honing their skills and helping to prepare our future leaders. In addition to multiple leadership academies, the City offers quarterly Speaker Series, a corporate Toastmasters club available for City employees, site tours of various departments, and more.

Deferred Compensation

Employees may participate in the Citys 457 Deferred Compensation Plan sponsored by either Empower or CalPERS Supplemental Income. The plan enables employees to save salary and earn interest on a tax-deferred basis. A City match is available based upon representation.

The City also provides an IRS approved 401(a) plan sponsored by Empower for managers represented by Non-Represented Full-Time Management & Confidential (NMAC).

Post Employment Health Plan (PEHP)

Based upon your bargaining unit the City may participate in a PEHP plan that will provide reimbursement for out-of-pocket cost of qualified medical expenses such as prescription drugs, doctor co-pays, eyeglasses and cover the reimbursement of medical insurance premiums upon separation or retirement.

Holidays

The City offers seven (7) paid holidays per year. In addition, based upon your bargaining unit a bank of floating holiday hours is available to be used at the employees discretion.

Vacation

The City initially offers two weeks of paid vacation per calendar year for all full time employees. Accrual rates increase thereafter based upon your bargaining unit.

Sick Leave

Sick leave shall accrue a rate of eight hours for each month of continuous service, or approximately two weeks per year for all full time employees. Employees may use up to half of their annually accrued sick leave for family illness and up to five days (40 hours) per calendar year for bereavement leave.

Management Leave

Management level employees may receive a prorated amount of management leave time each new calendar year.

Educational Incentive Program

In addition to regular pay when education is in addition to the regular requirements of the job specifications and is work related.

Tuition Reimbursement

Based on your bargaining unit, you may be reimbursed for tuition and book costs of approved job related courses. The maximum amount of tuition reimbursement in any calendar year will vary based upon your bargaining unit.

Auto Allowance

Management level employees may receive auto allowance based upon the need of the position.

Telephone/PDA Stipend

Management level employees may receive a telephone and/or PDA stipend based upon the need of the position.

Bilingual Pay

Bilingual pay is provided to employees who are required by their department head to use both English and Spanish in communicating with the public while performing the duties of his/her position and who demonstrate appropriate skills in both speaking and understanding the Spanish language shall receive compensation. The benefit amount varies per bargaining unit.

01

How many years of responsible clerical experience do you have?

• Less than one year
• One to two years
• Two to three years
• Three or more years

02

How many years of customer service experience do you have?

• Less than one year
• One to two years
• Two to three years
• Three or more years

03

Do you have professional experience in preparing and maintaining data and records?

• Yes
• No

04

As part of this recruitment process, applicants are required to submit a cover letter (refer to the Required Submittals section). A resume will not be accepted as a substitute for a cover letter. Failure to upload a cover letter with your application will result in your application being incomplete and may affect your application from being considered for further review. By selecting below, you acknowledge this recruitments requirement.

• I acknowledge

Required Question

Employer City of Santa Maria

Address 110 East Cook Street, Room 1

Santa Maria, California, 93454

Phone 805-925-0951 ext. 2203

Website http://www.cityofsantamaria.org