Office Specialist (Closed/Promotional)

This is a Closed/Promotional recruitment.  To be considered, you must be currently employed with the City of Cypress as a Full-Time employee.

The Police Department is recruiting for the position of Office Specialist. This is an exciting opportunity open exclusively to current, full-time employees. If you posses strong administrative skills, and are motivated and committed to operational excellence, we encourage you to apply!

Under supervision, the Office Specialist performs a variety of the more specialized and responsible clerical and processing duties for the Police Department or other police operation as assessed by operational support needs.

May be assigned to work shift schedules, including evenings, weekends and holidays.

Because of the highly sensitive and confidential nature of the position, may be subject to graphic and potentially offensive subject matter and/or language. The Office Specialist is assigned to work in the Police Chief’s office.

Duties and responsibilities may include, but are not limited to, the following:
• Type letters, reports, memoranda and other documents relating to the department which may include contracts, proposals, notices, technical/legal documents, statistical or special forms, budgets and charts.
• Responsible for accounts payable, purchasing equipment/supplies for the department and maintaining accurate records and files of all purchases, payments and budgeted accounts.
• Serve as the department time keeper.
• Assist in the preparation of annual department or division budgets. 
• Receive, sort and distribute incoming and outgoing mail.
• Establish and maintain a variety of files and records of information, including financial and personnel information.
• May handle confidential information regarding controversial matters or affairs of a sensitive nature with diverse implications.
• Assist in preparing division procedures, operating manuals, resources, forms, charts and/or other documents for internal or external distribution.
• Make appointments for the supervisor(s) and maintain daily calendars.
• May arrange meetings and conferences.
• Assist in the preparation of agenda packets.
• Perform other related duties as assigned.Knowledge of: 

• Modern office methods, procedures and techniques. 
• Correct English usage, spelling, grammar, and punctuation. 
• Proficient in Microsoft Office (Word, Excel and Outlook).
• Procedures and basic functions and organization of municipal government. 

Ability to: 

• Type accurately at a speed of 50 words per minute. 
• Efficiently operate a variety of office equipment, including a personal computer using Windows-based software. 
• Understand and follow both oral and written instructions. 
• Apply accurate English usage, spelling, grammar, and punctuation to written materials. 
• Establish and maintain cooperative and effective work relationships with those contacted in the performance of duties. 
• Learn and understand the organization of the City and department operation goals and objectives, including related outside public and private agencies as necessary to assume assigned responsibilities.
• Learn, understand, interpret and apply department policies, procedures, organization and operating details. 
• Plan, organize, and schedule priorities. 
• Exercise appropriate judgment, initiative, tact, courtesy and discretion in dealing with confidential and/or sensitive matters. 

Experience and Education:
Any combination of experience and/or education that would provide the knowledge, skills, and abilities necessary for satisfactory performance is qualifying. A typical combination is: three years of increasingly responsible clerical work and equivalent to graduation from high school, including or supplemented by specialized courses in secretarial and/or office skills.