Job Title: Office Specialist (Bilingual English/Spanish)
Location: San Diego, CA 92101 (Onsite, downtown)
Duration: Until January, 2025 with the possibility to extend
Pay: $18.00 - $21.00 per hour depending on experience
Position Overview:
Under general supervision, the Office Specialist provides a wide range of specialized administrative and technical office support for a department or program. This role includes handling data entry, document preparation, record management, and customer interaction. The position requires strong organizational skills, attention to detail, and the ability to work independently with minimal supervision.
Key Responsibilities:
Perform technical administrative duties, including supporting departmental procedures and providing information to the public.
Maintain calendars, arrange meetings, and prepare necessary materials.
Prepare and process reports, correspondence, contracts, and other documentation.
Review incoming documents for completeness and compliance with applicable standards.
Enter and update information in databases; maintain and organize filing systems.
Respond to calls, emails, and walk-in inquiries; provide assistance or direct to appropriate personnel.
Coordinate services and share information with internal departments and external agencies.
Monitor and order office supplies; assist with tracking purchases and processing invoices.
Provide support for budgeting, reporting, and committee/board meeting preparations, as needed.
May assist in onboarding and training of new or junior staff.
Troubleshoot minor equipment issues and coordinate maintenance when necessary.
Operate office equipment including computers, scanners, phones, printers, and possibly two-way radios.
Qualifications:
Bilingual English/Spanish
Knowledge Of:
Administrative and departmental procedures
Relevant laws, regulations, and compliance standards
Record-keeping and data reporting practices
Modern office software (e.g., Microsoft Office Suite)
Customer service principles and communication techniques
Business writing, grammar, and formatting standards
Ability To:
Provide efficient and accurate administrative support
Prioritize tasks and manage multiple responsibilities simultaneously
Compose correspondence and generate reports independently
Maintain organized and up-to-date records and databases
Solve problems and make decisions using good judgment
Communicate professionally in person, over the phone, and in writing
Work well both independently and as part of a team
Foster positive working relationships with coworkers and the public
Education & Experience:
High school diploma or equivalent required
Minimum of one (1) year of office administrative or secretarial experience
Additional training or certification in office management or a related field is a plus
Licenses & Certifications:
Some positions may require certification as a Notary Public or the ability to obtain it
Physical Demands:
Ability to work in a standard office setting using computers and office equipment
Vision to read screens and documents; hearing and speech to communicate clearly
Occasional physical activity such as bending, lifting (up to 25 lbs), or reaching
Regular sitting with occasional walking or standing
Work Environment:
Office-based with moderate noise levels and climate control
Minimal exposure to physical risks
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