City of Anaheim, CA
Part-Time Office Specialist II - Fire & Rescue
City of Anaheim, CA, Anaheim, California, United States, 92808
Salary:
$22.01 - $28.09 Hourly Location :
City of Anaheim, CA Job Type:
Part Time Job Number:
2025-00177 Department:
Fire & Rescue Opening Date:
08/06/2025 Closing Date:
8/20/2025 5:00 PM Pacific
Description Anaheim Fire & Rescue Department
provides emergency services, fire protection and community risk reduction education to residents and visitors of the City of Anaheim. The Community Risk Reduction Division seeks a detail-oriented candidate for the position of
Part-time
Office Specialist II.
Incumbents will demonstrate the values of the organization, maintain functional responsibility for the operation of a centralized records management unit, provide administrative and data entry support to the division, as well as perform reception duties for the department.Candidates must possess prior experience performing varied journey-level clerical work. Experience with Laserfiche software and responding to Public Records Act requests is highly desirable, as well as the ability to multi-task in a fast-paced, unpredictable environment. Spanish bilingual ability is also highly desirable. Essential Functions The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Compile and research for internal and external customers including those in response to Public Records Act request within legal response period. Perform clerical work involving a coding or filing system or records management system. Enter data and applicable fees related to field inspection documentation into department records management systems. Generate reports. File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval. Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit. Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information. Maintain records of the unit concerning purchases, budget accounts and inventory, requisition office supplies. Maintain calendars and schedules of appointments, meetings, room use, equipment use and events. Research readily available information requiring some interpretive judgment and tally and compile information for reports using a computer, typewriter or related software. Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence. Copy, collate, staple and otherwise bind a variety of materials. Proofread materials for clerical accuracy and spelling. Perform related duties and responsibilities as required.
Qualifications Experience: Performing varied journey-level clerical work. Experience with Laserfiche software is highly desirable, as well as the ability to multi-task in a fast paced, unpredictable environment. Knowledge of: Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods.
Desirable Knowledge:
Operations, services, and activities of a records management program; procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs; procedures, techniques and methods of document preservation; principles and practices used in the development and implementation of records retention schedules;
Ability to: Learn to efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.
Desirable Ability to : Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations; maintain a uniform classification filing system; understand legal concepts of document discovery and production of records in response to Public Records Act requests and legal subpoenas; plan and organize work to meet changing priorities and deadlines; effectively represent the assigned program area to outside individuals and agencies to accomplish the goals and objectives of the unit; work cooperatively with other departments, City officials, and outside agencies; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, staff, or other agencies on sensitive issues in area of responsibility; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
Ability to speak both in English and Spanish is highly desirable.
Supplemental Information This is a part-time position usually averaging 20-30 hours per week. A minimum number of hours is not guaranteed. IMPORTANT APPLICATION INFORMATION AND INSTRUCTION Applications will be accepted until
Wednesday
, August 20, 2025
at
5:00PM . Applicants are encouraged to apply early. Applications will not be accepted after this deadline. The selection process may consist of a minimum of skills examination and oral interview.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method. Equal Opportunity Employer The City of Anaheim offers a range of benefit programs to eligible part-time employees and their eligible dependents. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit: https://www.anaheim.net/DocumentCenter/View/36803/Benefits-Summary-Part-Time
For additional information about the City's benefits, visit www.myanaheimbenefits.com then click on Part-Time Employees.
RETIREMENT BENEFITS
- The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.
Part-time eligible employees become members of CalPERS as either Classic or New members.
Part-time employees not eligible for CalPERS are required to participate in the City's part-time 457 plan, as a replacement plan for Social Security.
To view the current limits and additional CalPERS information, visit: https://www.anaheim.net/DocumentCenter/View/37234/PT-CalPERS-Rates 01
Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions. Failure to fully detail all experience or stating experience in response to the Supplemental Questions but not listing the experience in the application, copy/pasting information, or responses referring to your resume may eliminate you from consideration. Do you understand this requirement?
Yes No
02
How many years of experience performing varied journey-level clerical work do you possess?
None Less than 1 year At least 1 year, less than 2 years At least 2 years, less than 3 years At least 3 years, less than 4 years At least 4 years or more
03
Please describe your experience performing varied journey-level clerical work. Include in your response your job title(s), employer's name(s), and dates of employments. If you have no experience in this area, please type N/A. 04
Do you possess in-person reception experience involving complex transactions with frequent interruptions (phone calls, deliveries, etc.)?
Yes No
05
Please describe your in-person reception experience involving complex transactions with frequent interruptions (phone calls, deliveries, etc.). Include in your response your job title(s), employer's name(s), and dates of employments. If you have no experience in this area, please type N/A. 06
Please check all of the Microsoft Office applications you are proficient in:
Outlook Word Excel Access PowerPoint Publisher None of the above
07
Do you have experience using Laserfiche software?
Yes No
08
Please describe your experience using Laserfiche software. Include in your response where you obtained this experience and what type of functions you performed within the software. If you have no experience in this area, please type N/A. 09
Do you have experience compiling and researching for customers in response to Public Records Act requests within legal response periods.
Yes No
10
Please describe your experience compiling and researching for customers in response to Public Records Act requests within legal response periods. If you have no experience in this area, please type N/A. 11
Along with excellent English-speaking ability, please provide any other language(s) that you are fluent. If no other language(s), type N/A. Required Question
$22.01 - $28.09 Hourly Location :
City of Anaheim, CA Job Type:
Part Time Job Number:
2025-00177 Department:
Fire & Rescue Opening Date:
08/06/2025 Closing Date:
8/20/2025 5:00 PM Pacific
Description Anaheim Fire & Rescue Department
provides emergency services, fire protection and community risk reduction education to residents and visitors of the City of Anaheim. The Community Risk Reduction Division seeks a detail-oriented candidate for the position of
Part-time
Office Specialist II.
Incumbents will demonstrate the values of the organization, maintain functional responsibility for the operation of a centralized records management unit, provide administrative and data entry support to the division, as well as perform reception duties for the department.Candidates must possess prior experience performing varied journey-level clerical work. Experience with Laserfiche software and responding to Public Records Act requests is highly desirable, as well as the ability to multi-task in a fast-paced, unpredictable environment. Spanish bilingual ability is also highly desirable. Essential Functions The following functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those set forth below to address business needs and changing business practices. Compile and research for internal and external customers including those in response to Public Records Act request within legal response period. Perform clerical work involving a coding or filing system or records management system. Enter data and applicable fees related to field inspection documentation into department records management systems. Generate reports. File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval. Act as a receptionist to the public, take and respond to a high volume of phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the work unit. Utilize modern office equipment, media, and computer applications specific to the assigned unit in order to input, maintain, retrieve, transfer, and communicate confidential and privileged information. Maintain records of the unit concerning purchases, budget accounts and inventory, requisition office supplies. Maintain calendars and schedules of appointments, meetings, room use, equipment use and events. Research readily available information requiring some interpretive judgment and tally and compile information for reports using a computer, typewriter or related software. Type, file, record, compute and maintain confidential and privileged information. Compose routine correspondence. Copy, collate, staple and otherwise bind a variety of materials. Proofread materials for clerical accuracy and spelling. Perform related duties and responsibilities as required.
Qualifications Experience: Performing varied journey-level clerical work. Experience with Laserfiche software is highly desirable, as well as the ability to multi-task in a fast paced, unpredictable environment. Knowledge of: Modern office procedures, practices, and equipment; personal computer hardware and software, including word processing, spreadsheet, and database programs; English usage, spelling, grammar and punctuation; basic math; and record keeping methods.
Desirable Knowledge:
Operations, services, and activities of a records management program; procedures and legal requirements necessary to maintain, archive, preserve, and protect municipal records; principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer applications and capabilities for use in records and document management programs; procedures, techniques and methods of document preservation; principles and practices used in the development and implementation of records retention schedules;
Ability to: Learn to efficiently operate a computer terminal and use associated software; accurately transcribe recorded information into a readable format; effectively answer and process telephone calls; read, understand and apply moderately difficult materials; prepare accurate and clearly understood statistical reports; understand and carry out oral and written instructions; understand pertinent procedures and functions quickly and apply them without immediate supervision; maintain confidentiality; handle multiple priorities, organize workload, and meet strict deadlines; establish and maintain effective relationships with those contacted in the course of work; maintain professionalism, courtesy, and composure at all times, including stressful situations. For public contact positions, incumbents must have the ability to interact with a wide variety of clientele while retaining a professional work environment.
Desirable Ability to : Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations; maintain a uniform classification filing system; understand legal concepts of document discovery and production of records in response to Public Records Act requests and legal subpoenas; plan and organize work to meet changing priorities and deadlines; effectively represent the assigned program area to outside individuals and agencies to accomplish the goals and objectives of the unit; work cooperatively with other departments, City officials, and outside agencies; respond tactfully, clearly, concisely, and appropriately to inquiries from the public, staff, or other agencies on sensitive issues in area of responsibility; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
Ability to speak both in English and Spanish is highly desirable.
Supplemental Information This is a part-time position usually averaging 20-30 hours per week. A minimum number of hours is not guaranteed. IMPORTANT APPLICATION INFORMATION AND INSTRUCTION Applications will be accepted until
Wednesday
, August 20, 2025
at
5:00PM . Applicants are encouraged to apply early. Applications will not be accepted after this deadline. The selection process may consist of a minimum of skills examination and oral interview.
The eligibility list established from this recruitment may also be used to fill the current and/or additional vacancies throughout the City.
Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.
The successful candidate will be required to undergo a reference / background check (to include a conviction record) and pass a post-offer pre-employment medical examination (which will include a drug/alcohol screening). The City of Anaheim utilizes E-Verify and new employees must provide documentation to establish both identity and work authorization.
Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method. Equal Opportunity Employer The City of Anaheim offers a range of benefit programs to eligible part-time employees and their eligible dependents. Programs and benefits amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.
To view the current benefits summary, visit: https://www.anaheim.net/DocumentCenter/View/36803/Benefits-Summary-Part-Time
For additional information about the City's benefits, visit www.myanaheimbenefits.com then click on Part-Time Employees.
RETIREMENT BENEFITS
- The City contracts with the California Public Employees Retirement System (CalPERS) to provide retirement benefits. Retirement formula is based on appointment date and membership status with CalPERS.
Part-time eligible employees become members of CalPERS as either Classic or New members.
Part-time employees not eligible for CalPERS are required to participate in the City's part-time 457 plan, as a replacement plan for Social Security.
To view the current limits and additional CalPERS information, visit: https://www.anaheim.net/DocumentCenter/View/37234/PT-CalPERS-Rates 01
Candidates will be evaluated based on the information provided on both the application and the responses to the following Supplemental Questions. Failure to fully detail all experience or stating experience in response to the Supplemental Questions but not listing the experience in the application, copy/pasting information, or responses referring to your resume may eliminate you from consideration. Do you understand this requirement?
Yes No
02
How many years of experience performing varied journey-level clerical work do you possess?
None Less than 1 year At least 1 year, less than 2 years At least 2 years, less than 3 years At least 3 years, less than 4 years At least 4 years or more
03
Please describe your experience performing varied journey-level clerical work. Include in your response your job title(s), employer's name(s), and dates of employments. If you have no experience in this area, please type N/A. 04
Do you possess in-person reception experience involving complex transactions with frequent interruptions (phone calls, deliveries, etc.)?
Yes No
05
Please describe your in-person reception experience involving complex transactions with frequent interruptions (phone calls, deliveries, etc.). Include in your response your job title(s), employer's name(s), and dates of employments. If you have no experience in this area, please type N/A. 06
Please check all of the Microsoft Office applications you are proficient in:
Outlook Word Excel Access PowerPoint Publisher None of the above
07
Do you have experience using Laserfiche software?
Yes No
08
Please describe your experience using Laserfiche software. Include in your response where you obtained this experience and what type of functions you performed within the software. If you have no experience in this area, please type N/A. 09
Do you have experience compiling and researching for customers in response to Public Records Act requests within legal response periods.
Yes No
10
Please describe your experience compiling and researching for customers in response to Public Records Act requests within legal response periods. If you have no experience in this area, please type N/A. 11
Along with excellent English-speaking ability, please provide any other language(s) that you are fluent. If no other language(s), type N/A. Required Question