Office Specialist
: Job Details :

This listing closes on 7/29/2025 at 5:00 PM Pacific Time (US & Canada); Tijuana.

Employer

City of San Ramon

Salary

$74,897.94 - $93,626.13 Annually

Location

San Ramon, CA

Job Type

Full-Time

Job Number

2025-06-U120

Department

Public Works

Division

Transportation

Opening Date

07/08/2025

Closing Date

7/29/2025 at 5:00 PM Pacific Time (US & Canada); Tijuana

• Description
• Benefits
• Questions

Description

The San Ramon Valley Street Smarts Program and the South West Area Transportation (SWAT) Transportation Demand Management (TDM) Program are seeking an energetic, outgoing, customer service focused individual to provide traffic safety education to students in the San Ramon Valley on bike safety, pedestrian behavior, and driver responsibility. This individual will also table at events for both programs providing information on TDM and Bicycle Education depending on the audience. Also, this role provides administrative support for both programs by performing data entry on automated systems, correspondence, reports, forms, receipts, vouchers, work orders, and specialized documents related to the Street Smarts program as well as the Regional Vanpool Program.

The San Ramon Valley Street Smarts Program is a collaborative partnership between the Town of Danville, City of San Ramon, County of Contra Costa, San Ramon Valley Unified School District (SRVUSD), San Ramon Valley Fire Protection District, San Ramon Valley Council of PTAs and community partners.

The SWAT TDM program is a collaborative partnership between the South West Area Transportation (SWAT) and 511 Contra Costa administered by the City of San Ramon. The SWAT TDM program provides incentives and administration for the Regional Vanpool Program as well as marketing for other regional transportation programs provided by CCTA through 511 Contra Costa including transit programs, bicycle storage infrastructure programs and Guaranteed Ride Home Program (GRH).

This position is grant-funded by the Organization of Bay Area Governments Round 3 Grant (OBAG) and the Transportation Fund for Clean Air (TFCA). Position hours are flexible based on school hours and seasonal fluctuations. Position is expected to include Street Smarts hours based on school schedule. The TDM program also expects hour flexibility based on scheduled tabling events and specific campaign needs as well as billing and form processing demands. This position will include work both indoors and outdoors. Incumbents will occasionally be required to work alone or in the evening or weekends. The Street Smarts & TDM Program position is full-time and receives benefits.

Under general supervision, performs technical, complex, and/or specialized office support and project oversight to an assigned City department and/or division; may provide lead direction and/or training to a small office support staff on a project or day-to-day basis; provides information and assistance to staff and the general public; executes special projects and activities related to the department or division to which assigned; and performs related work as required.

Ideal Candidate

• Has knowledge and experience in bicycle and pedestrian safety education with K-12 students.
• Has knowledge and experience in Transportation Demand Management (TDM) including vanpool & transit incentive program administration.
• Has experience presenting traffic safety educational materials to large groups of K-12 students in an upbeat and effective way.

Supervision Received and Exercised Receives direct or general supervision from assigned supervisory or management personnel. Provides technical and functional direction to administrative and clerical positions. Class Characteristics This is an experienced, skilled office support class. Incumbents with well-developed office skills are expected to perform technical and specialized work requiring in-depth of knowledge of rules, regulations, policies, procedures and activities related to the department or division to which assigned and to apply them independently. The work includes lead direction of other office support staff on a project or day-to-day basis. This class is distinguished from the Office Technician in that the nature of the work of the latter classification is more transactional and has a comparatively narrow spectrum of work assignments. This class is distinguished from the Administrative Coordinator in that the nature, scope, and diversity of responsibilities of the latter class requires a broader understanding of department functions and the capability of relieving management of day-to-day office administrative and coordinative duties including the supervision of support staff. Typical Duties Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. When performing all assignments:

• Performs data entry on automated systems, including, but not limited to employee or population information, mailing lists, rosters, invoices, payroll data, work orders and purchase orders.
• Prepares correspondence, reports, forms, receipts, vouchers, work orders, and specialized documents related to the department/division to which assigned from drafts, notes, brief instructions, corrected copy, or dictated tapes using a word processor or computer with form templates.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation and spelling.
• Prepares and distributes meeting agendas; takes and transcribes minutes; maintains department and/or official City records.
• Checks and tabulates standard arithmetic or statistical data; summarizes such information and prepares periodic or special reports.
• May direct and review the work of a small office staff on a project or day-to-day basis; may train staff in work procedures.
• Answers telephones and greets visitors; directs calls to appropriate staff or takes messages; makes referrals to other agencies or departments; and schedules meetings and conference rooms.
• Performs other duties of a similar nature or level.

When Assigned to Street Smarts:

• Research, plan, coordinate and conduct, with minimum oversight, pedestrian and bicycle safety presentations to grades K-8;
• Effectively communicate with school officials to schedule events in the schools several months ahead;
• Present assemblies at 22 elementary schools, eight middle schools in SRVUSD, and one remote school;
• Participate in the development and implementation of public information and community programs and projects;
• Organize and order necessary supplies for events. The position also requires set-up and take down at each event;
• Develop new School programs under the direction of program Coordinator;
• Host Street Smarts table at summer event concerts, and coordinate High School presentations as needed;
• Assist Program Coordinator with organization and planning of events, not limited to set-up and take down at each event;
• Keep attendance records and prepare reports, as needed;

When Assigned to TDM:

• Process orders for Vanpool driver and passenger incentives;
• Utilize City financial report systems to pull reports and process billing for reimbursement from granting agency partners;
• Assist Program Coordinator with organization and planning of events, not limited to set-up and take down at each event;
• Plan and conduct with minimum oversight, vanpool informational tabling events at San Ramon Valley employers;

When assigned to secretarial position:

• Provides office administrative support to management, supervisory and professional staff, including maintaining calendars, transmitting information, following up on projects and ensuring that appropriate staff coverage is maintained.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects.

Knowledge and Abilities

Knowledge of: Principles and practices of municipal management and government; principles, practices, and procedures of public administration in a municipal setting; applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility; basic research and reporting methods, techniques, and procedures; business letter writing and the standard format for reports and correspondence; principles and practices of data collection and report preparation; modern office administrative and secretarial practices and procedures, including the use of standard office equipment; computer applications related to the work; English usage, grammar, spelling, vocabulary, and punctuation; and techniques for dealing effectively with the public, vendors, contractors and City staff, in person and over the telephone. Ability to: Provide varied, confidential, and responsible secretarial and office administrative work requiring the use of independent judgment, tact and discretion; respond to and effectively prioritize multiple phone calls, and other requests/interruptions; interpret and implement policies, procedures, technical processes, and computer applications; evaluate programs and processes in order to determine optimum efficiency; perform basic research and prepare reports and recommendations; analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline procedures; organize, maintain, and update office database and records systems; enter and retrieve data from a computer with sufficient speed and accuracy; compose correspondence and reports independently or from brief instructions; establish and maintain a records management system; make accurate arithmetic and statistical calculations; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines; operate modern office equipment including computer equipment and specialized software applications programs; use English effectively to communicate in person, over the telephone and in writing; and establish and maintain effective working relationships with those contacted in the course of the work.

Minimum Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education Equivalent to the completion of the twelfth (12th) grade. AND Experience Three (3) years of general office support or secretarial experience. OR An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above. College level coursework related to the area of assignment is desirable. Licenses and Certifications

• Specified position must possess and maintain a valid California class C driver's license and a satisfactory driving record. A valid California Driver's License is not a requirement for this position. However, persons hired into this class who intend to drive their personal vehicle and/or a City vehicle as part of their job duties will be required to possess a valid California Driver's License; alternatively, persons hired into this class could use alternative means of transportation as part of their job duties.

Desirable Qualifications

• Experience implementing effective promotional programs, public information/community outreach, and marketing efforts to change travel behavior with diverse audiences.
• Experience implementing effective promotional programs, public information/community outreach, and marketing efforts to change bike and pedestrian behavior with diverse audiences.
• Knowledge and experience working with the public and school age children.
• Experience with Microsoft Office software (Word, Excel, Outlook, PowerPoint) and Google Docs.

Additional Information Physical Demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various City and meeting sites; 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 keyboard, typewriter keyboard, or calculator and to operate standard 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 Elements 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 in interpreting and enforcing departmental policies and procedures. Recruitment Process

Resumes cannot be substituted for a completed application. The recruitment process is as follows: The most qualified candidates, as determined by initial screening of applications, will be invited to participate in an oral and/or department panel interview. The first round of interviews is tentatively scheduled for August 2025.The eligibility list will be established from the interview process. Individuals on the eligibility list may be asked to participate in a second round of interviews based on specific individual qualifications and the City's needs. The eligibility list will remain in effect for one (1) year for potential future vacancies. The City of San Ramon is an equal opportunity employer and does not discriminate against race, color, religion, national origin, age, sex origin, sexual orientation or disability. In accordance with the Americans with Disabilities Act, should special accommodations be necessary at any stage of the selection process, please contact the Human Resources Division at ...@sanramon.ca.gov . Information contained herein, including the recruitment process, is subject to change without notice.

The City's excellent benefit package includes: CalPERS retirement; medical, dental and vision plans; 12 days of vacation and 12 days of sick leave accrued annually; 10.5 paid holidays; 3 floating holidays; adoption benefits; short and long term disability; employee assistance program; group and supplemental life insurance; and a retiree health savings plan. Click here (Download PDF reader) for a detailed summary of our benefits by bargaining unit.

01 Please indicate your highest level of education completed.

• High School or Equivalent
• 1 year college (30 semester/45 quarter units)
• 2 years of college (Associate's Degree or 60 semester/90 quarter units)
• 3 years of college (90 semester/135 quarter units)
• 4 years of college (Bachelor's Degree or 120 semester/180 quarter units)
• Master's Degree or above

02 Please list relevant major coursework or fields(s) of study. 03 How many years of general office support or secretarial experience do you possess?

• None
• Less than 1 year
• 1 year but less than 2 years
• 2 year but less than 3 years
• 3 years but less than 4 years
• 4 years but less than 5 years
• 5 years or more

04 Please describe your experience working with community programs such as Street Smarts and school-age children. 05 Please describe your experience presenting to a small and large audience, including school-age (K-12 students) children. 06 Please describe your event planning experience and or assisting with events, including scheduling and coordinating venues, and interacting with attendees and community partners. 07 Please describe your experience working successfully and independently with little or no supervision with organizing and scheduling school or group presentations. 08 Please describe your experience in coordinating, scheduling, and working with outside public agencies and jurisdictions. 09 Please describe your experience implementing transportation demand management strategies including bicycling, walking, utilizing transit, carpooling, vanpooling, and implementing trip reduction programs with the goal of reducing vehicle miles traveled. 10 Please describe your experience implementing promotional programs, conducting public information/community outreach, and marketing efforts to change travel behavior with diverse audiences?

* Required Question

Employer City of San Ramon Address 7000 Bollinger Canyon Road San Ramon, California, 94583 Website