Office Specialist I - County of Santa Clara CA : Job Details

Salary : $55,028.48 - $66,158.56 Annually Location : Throughout the County of Santa Clara, CA Job Type: Full-Time/Part-Time Job Number: 25-D51-A Department: County-Wide Recruitment Opening Date: 08/15/2025 Closing Date: 8/29/2025 11:59 PM Pacific Bargaining Unit: 02 Description Under general supervision, to provide supportive services to department or office by performing a variety of routine and standardized clerical work within strict procedural guidelines with limited opportunities to exercise independent judgement. NOTE: Candidates who meet the employment standards will be invited to take the Online Written Examination tentatively scheduled for the week of September 15th, 2025. Typical Tasks

• Answers inquiries from callers or visitors, and refers them to the appropriate source of information following standard departmental policies and procedures;
• Photocopies documents, files and other materials according to established instructions and guidelines;
• Sets up and maintains control of files containing documents and folders by purging old files or archiving closed files, sorting and filing materials into folders, determining location of materials not in files, classifying materials by nature of subject or numerical order and preparing new folders in accordance with specific information;
• Searches for and pulls files, including contacting other offices to determine location of file, or retrieve file information from a computer system;
• Opens, collects, routes and distributes mail and/or office supplies; stuffs, seals, weighs letters and applies postage for outgoing delivery;
• Uses a keyboard to maintain a database for sorting and updating computer files; retrieves information from a computer using appropriate software applications, and prints reports or other materials as needed;
• Creates or updates labels, forms, cards, or requisitions, using a typewriter or keyboard; Operates a variety of standard office equipment (e.g., copy machine, computer terminal, typewriter, phone, fax, microfilm reader, etc.); performs simple equipment troubleshooting and maintenance on variety of office equipment;
• Performs other related duties as required.

Employment Standards Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities: Experience Note: The knowledge and abilities required to perform this function are normally acquired through training and experience equivalent to high school graduation. Knowledge of:

• Basic computer use (familiarity with computer);
• Basic office practices and procedures, including filing systems, financial record keeping, reference sources and operating standard office machines;
• General English usage including grammar, punctuation, and spelling;
• Basic mathematics;
• Telephone procedures and etiquette.

Ability to:

• Perform general clerical work and learn specific operations of the office;
• Use a computer keyboard with accuracy;
• Learn computer applications (e.g., word process, spreadsheet, database, etc.);
• Deal tactfully and courteously with the public, technical, and professional personnel;
• Follow and understand oral and written instructions;
• Perform a variety of clerical work.

The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the with the bargaining unit applicable to the job classification. In addition to the amazing perks above, the County also offers the additional benefits below. Retirement Benefits The County offers robust retirement plans including a (similar to the private sector's 401(k) plan) and the In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family's long-term financial well-being. Health Flexible Spending Account The empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA. Dependent Care Assistance Program (DCAP) The enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the , an employer-funded DCAP, for employees with annual income under $120,000. Life and AD&D The County offers life and disability benefits including , Insurance, These benefits ensure financial security and income support when you and your family need it most. Employee Assistance Program (EAP) The County prioritizes employee mental health and well-being and offers a top-tier through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support. Employee Wellness The offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey. Education Reimbursement A generous program is available, including Education Reimbursement for employees seeking additional training and professional development. NOTE: Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts. Click here to access all Memoranda of Understanding and most recent Summary of Changes. 01 Please answer the following questions. Completion of the following supplemental questions is REQUIRED and is an integral part of the evaluation process. Initially, it will be used to determine minimum qualifications. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process. Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. A response of see resume or see application will deem your application incomplete. Include a detailed description of your work experience in the following format for EACH employer referenced, in each answer: a) Employer name(s) b) Job title(s) c) Start/end dates of employment d) Total hours worked per week e) Description of task(s) performedDo you understand the requirement to provide complete answers in order to determine relevant experience for each area in question?

• Yes
• No

02 What is the highest level of education you have completed?

• High School or GED equivalent
• College (1 to 29 semester units / 1 to 44 quarter units)
• College (30 to 59 semester units / 45 to 89 quarter units)
• College (60 to 89 semester units / 90 to 134 quarter units)
• College (90 to 119 semester units / 135 to 179 quarter units)
• College (120 or more semester units / 180 or more quarter units)
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctoral Degree

03 How many years of experience do you possess providing supportive services to a department or office by performing clerical work?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five to less than six years
• Six to less than seven years
• Seven to less than eight years
• Eight to less than nine years
• Nine to less than ten years
• Ten years or more

04 Please describe your experience providing supportive services to a department or office by performing clerical work. Responses must include the following details corresponding to information supplied in your application:name of employer, job title, dates of employment (month/year), number of hours worked per week and job duties. If none, type N/A . 05 Select the computer applications you are proficient using: (check all that apply)

• AIMS (Assessment Information Management System)
• Ariba
• DocuSign
• eDisclosure Computer System
• ELPF
• KRONOS
• Microsoft Access
• Microsoft Excel
• Microsoft Outlook
• Microsoft Word
• NEOGOV
• PeopleSoft
• SAP (Systems Applications and Procurement)
• SharePoint
• TCAS (Tax Collection Apportionment System)
• TIS (Tax Information System)
• None of the Above

06 Describe your experience using the computer applications selected above. In your response describe how you used each application, the version used, name of your employer(s), your job title(s), your job duties, and your date(s) of employment. If no experience, type N/A . 07 The selected candidate must be able to work in a locked facility, which requires passing a background check for security clearance throughout the term of employment. Do you understand and agree to this requirement?

• Yes
• No

08 Which of the following code status are you willing to work? Select all that apply.

• .5 (20 hours per week)
• 1.0 (40 hours per week)

09 Please complete this survey carefully. Your responses may determine whether or not you will be referred for a specific department and/or location. Please place a mark next to the location(s) in which you would be willing to work.

• Supervisorial District 1
• Supervisorial District 2
• Supervisorial District 3
• Supervisorial District 4
• Supervisorial District 5
• Clerk of The Board
• County Executive
• Risk Management
• Controller - Treasurer Department
• Department of Tax and Collection
• Local Agency Formation Commission
• County Clerk - Recorder
• Assessor
• Procurement
• County Counsel
• Employee Services Agency
• Fleet Services
• Registrar Of Voters
• Technology Services & Solutions
• Office Of Supportive Housing
• County Communications
• Dept of Child Support Services
• District Attorney
• Public Defender
• Pre-Trial Services
• Sheriff's Office
• Sheriff-Doc Contract
• Department of Correction
• Probation
• Planning & Development
• Dept of Environmental Health
• Agriculture & Environmental Management
• Facilities
• Medical Examiner/Coroner
• Public Health
• Vector Control District
• Custody Health Services
• Behavioral Health Services
• Community Health Services
• Emergency Medical Services
• Social Services Agency
• Roads Department
• Airports
• County Library District
• Parks & Recreation
• Valley Health Plan
• Hospital System - Valley Medical Center
• Hospital System - O'Connor
• Hospital System - Saint Louise Regional
• Hospital System - De Paul Medical Center

10 How did you find out about this job?

• Contacted by County Recruiter
• Contacted by a Recruitment Firm
• County Employee Referral
• County of Santa Clara Career Website
• County of Santa Clara Job Interests Email Notification
• Facebook
• Instagram
• LinkedIn
• Indeed
• Virtual Job Fair
• In Person Job Fair
• In-Person Networking Professional Event
• Virtual Networking Event
• Community Event
• Glassdoor
• Governmentjobs.com
• Professional Association
• Search Engine (Google, Bing, online search, etc.)
• Hospital Website: SCVMC, O'Connor Hospital, St. Louise Regional Hospital Website
• Handshake
• Student Career Center
• County Text Message
• Other (Specify in the next question)

11 If you selected an event/fair or other in the question above, please specify. If not, type N/A. Required Question