Senior Office Specialist

Senior Office Specialist

Salary

$4,529.48 - $5,505.59 Monthly

Location

Chula Vista, CA

Job Type

Permanent, Full-Time

Job Number

26017308

Department

Police - Investigations

Division

Evidence Control

Opening Date

08/25/2026

Closing Date

9/8/2026 5:00 PM Pacific

• Description
• Benefits
• Questions

Description and Essential Functions

This recruitment is administered to fill one current vacancy and create an eligibility list to fill future vacancies.

The current vacancy is assigned to the Evidence Control Unit within the Police Department.

To perform a wide variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department. This class is the advanced journey level class of the Office Specialist series and is distinguished from the Office Specialist level by the degree of independence and specialized knowledge exercised in the performance of job duties. Incumbents at this level may assume overall clerical responsibility for an assigned program area involving maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program, or they may be involved in providing lead support to positions within the Office Specialist class. Incumbents at this level may exercise a high level of independence in providing office management support to an independent office, involving the performance of a broad range of administrative clerical tasks.

Essential Functions:

Functions may include, but are not limited to, the following: perform a variety of complex, specialized and responsible clerical duties in support of specialized functions or programs within a department; assume overall clerical responsibility for an assigned program area that involve maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program as assigned; provide lead support, as assigned, to positions within the Office Specialist series including assigning and reviewing work, and responding to questions and situations about which less experienced staff have not been exposed; provide office management support to an independent office, as assigned, involving the performance of a broad range of administrative tasks including ensuring that work is handled on a priority basis and completed in a timely manner, and handling routine purchasing and budget duties; respond to complaints and requests for information on regulations, procedures and policies relating to responsibilities assigned; type a variety of written material from rough draft, dictaphone or verbal instructions using word processing equipment as assigned; act as a receptionist; screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information based upon departmental policies and procedures; use a radio to dispatch staff to service locations; compile information from a variety of sources as requested; maintain financial, statistical and/or operational reports and records as applicable; compose routine correspondence independently; perform general clerical duties including filing, checking and recording information on records, and processing routine requests for information; participate in the preparation of assigned budget; may assist in the support of a board or commission including posting legal notices, preparing agendas, assembling background materials, and typing minutes of meetings as assigned; build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service; perform related duties as assigned.

Minimum Qualifications

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

Three years of increasingly responsible clerical experience and training equivalent to completion of the twelfth grade.

Knowledge, Skills and Abilities / Physical Demands and Working Conditions

Knowledge, Skills and Abilities:

Knowledge of: filing and record keeping systems; English usage, spelling, grammar, and punctuation; modern office procedures, methods and computer equipment.

Ability to: perform a variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department; intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff; understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities; work independently with limited supervision and exercise initiative and sound judgment; apply operating rules and procedures of assigned department; work cooperatively with other departments; outside agencies, and the public; interpret and apply departmental policies, procedures, and rules; establish and maintain financial records; perform mathematical computations; operate a variety of office equipment such as a calculator, computer and related software; compile and maintain complex and extensive records and files; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; work with various cultural and ethnic groups in a tactful and effective manner.

Physical Demands and Working Conditions:

On a continuous basis, sit at a desk and/or stand at a counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.

Additional Information

Recruitment No. 26017308

To be considered, applicants must submit a City Application and Supplemental Questionnaire by 5:00 pm on the closing date listed. Candidates whose applications indicate education and experience most directly related to the position will be invited to participate in the selection process. All notices will be sent via e-mail.

Unless otherwise noted, a passing score must be achieved at each step of the selection process in order to have your name placed on the eligibility list for hiring consideration. Note that the examination materials for this recruitment are validated, copyrighted and/or inappropriate for review.

The eligibility lists established as a result of this recruitment will be for a duration of six (6) months, unless otherwise extended.

Pre-Employment Background Investigation

Successful candidates must undergo a thorough background investigation. There are certain types of conduct which are automatic grounds for disqualification. Each incident is evaluated in terms of the circumstances and facts surrounding its occurrence and its degree of relevance to the position. Please review the "Pre-Employment Disqualifying Criteria" link below which identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.

Click this link to view Pre-Employment Disqualifying Criteria

ACE Benefit Summary: Click here.

01

The supplemental questionnaire is used to further evaluate your experience and education to determine your eligibility for this position. Please answer each question accurately and thoroughly. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of your Employment Application. Failure to complete the "Work History/Experience" section of the employment application will result in your application not being considered. Please do not refer your response to your resume. A resume will not be considered in determining your qualifications.

• I have read and acknowledge the instructions stated above.

02

Education Which of the following best describes your highest level of education completed?

• Masters degree or higher
• Bachelors degree
• Associates degree
• Some college courses but no degree
• High School / GED
• None of the above

03

Experience

Which of the following best describes your increasingly responsible clerical experience?

• Five or more years of experience
• At least three years but less than five years of experience
• At least one year but less than three years of experience
• Less than one year of experience
• No experience

04

Describe your increasingly responsible clerical experience. Please list ALL employment from the Work Experience section of your application where you gained this experience.

Your response must include and FOLLOW the format below. Treat each change in position or employer separately. Provide the following for EACH change in position or employer.

A. Name of employer;

B. Your job title;

C. Date(s) of employment (from - to);

D. Type of employment (indicate if full-time, part-time, volunteer, internship); and

E. Brief description of duties.

NOTE: Responses that are incomplete, do not address all of the items above, "See Resume" response, or responses in a narrative format will result in your application being rejected for lack of information.

If you do not have experience, please indicate "no experience" below.

05

Database Experience

Please describe your work experience using databases or similar computer programs to enter work orders, track data, locate resources and/or produce reports.

Your response must include and FOLLOW the format below. Treat each change in position or employer separately. Provide the following for EACH change in position or employer.

A. Name of employer;

B. Your job title;

C. Date(s) of employment (from - to);

D. Type of employment (indicate if full-time, part-time, volunteer, internship); and

E. Brief description of duties.

NOTE: Responses that are incomplete, do not address all of the items above, "See Resume" response, or responses in a narrative format will result in your application being rejected for lack of information.

If you do not have experience, please indicate "no experience" below.

06

Government Agency Experience

Do you have experience in clerical work for a government agency?

• Yes
• No

07

Please list ALL employment where you gained your experience in clerical work for a government agency.

Provide the following for EACH change in position or employer.

A. Name of agency;

B. Your position title;

C. Length of experience (number of years/months);

D. Type of employment (indicate full-time, part-time, volunteer);

E. Brief description of duties that support this experience.

NOTE: Responses that are incomplete, do not address all of the items above, "See Resume" response, or responses in a narrative format will result in your application being rejected for lack of information.

If you do not have experience, please indicate "no experience" below.

08

Public Contact Experience

Some Senior Office Specialist positions involve a high level of public contact. Please check each of the following you have a MINIMUM of one year of experience performing. Check all that apply.

• Answer multi-line phone
• Explain polices and/or procedures
• Handle complaints/irate customers
• Screen visitors/clients
• Schedule appointments
• None of the above

09

Office Management Support Experience

Some Senior Office Specialist positions provide office management support to an independent office, involving the performance of a broad range of administrative tasks.

Please check each of the following you have a MINIMUM of one year of experience performing. Check all that apply.

• Handling of routine purchasing and budget duties
• Compose routine correspondence independently
• Maintain financial, statistical and/or operational reports
• Processing payroll
• None of the above

10

Computer Experience

Note: The level of proficiency you state below may be evaluated by the hiring department prior to or during your probationary period.

MICROSOFT WORD

• Beginner: I require assistance to use this software.
• Intermediate: I have used this software independently but not extensively.
• Proficient: I use this software as a regular part of my job duties.
• Expert: I have trained others so they can use this software or others consult me as an expert for assistance.

11

MICROSOFT EXCEL

• Beginner: I require assistance to use this software.
• Intermediate: I have used this software independently but not extensively.
• Proficient: I use this software as a regular part of my job duties.
• Expert: I have trained others so they can use this software or others consult me as an expert for assistance.

12

Please indicate which of the choices below best illustrates your bilingual (English/Spanish) skills:

• None
• Limited
• Speak, read & write fluently

13

Pre-Employment Background Investigation

Successful candidates must undergo a thorough background investigation. There are certain types of conducts which are automatic grounds for disqualification. Please refer to the "Pre-Employment Disqualifying Criteria" link found in the job announcement to help you identify some of the common areas of the background investigation process that may cause delay or prevent you from competing in the selection process.

• Yes, I acknowledge that I have read, understand, and agree to the above.

14

APPLICANTS ACKNOWLEDGMENT - NOTIFICATION VIA ELECTRONIC MAIL (E-MAIL)

The City of Chula Vistas Human Resources Department uses electronic mail (e-mail) to notify applicants of important information relating to the status and processing of your application. We do so as part of our ongoing efforts to increase operational efficiency, promote the conservation of green resources, and minimize delays and costs. Therefore, as an applicant, you are hereby advised of the following:

1. Ensure that the email address and contact information you provide is current, secure, and readily accessible to you. Do not share email addresses. Spam or other filters should be adjusted to accept our emails. We will not be responsible in any way if you do not receive our emails, i.e., for the non-delivery of email or if you fail to check your email-box on a timely basis, etc.

2. Read any notices we send carefully and in a timely manner. Follow further instructions, if any. We recommend that you print and keep a hard copy of our notices for your records.

• I acknowledge that I have read, understand, and agree to the above.

Required Question

Employer City of Chula Vista

Address 276 Fourth Avenue

Chula Vista, California, 91910

Phone 619-691-5096

Website http://www.chulavistaca.gov