Job Description

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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