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Office Specialist III

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Office Specialist III

Salary

$86,781.00 - $110,602.20 Annually

Location

Santa Clara, CA

Job Type

Full-Time

Job Number

69-25-938

Department

Multiple

Opening Date

11/18/2025

Closing Date

12/2/2025 4:00 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

5

Weighting Plan

50% Oral, 50% Written

+ Description

+ Benefits

+ Questions

Description

Hiring for two (2) immediate positions in the Departments of:

Community Development Department

The Community Development Department is comprised of three divisions: Planning, Building, and Housing and Community Services. In general, the Department guides the ongoing physical development of the community, to ensure that construction conforms to the standards of the City and State. Within the Department, the Planning Division in the Community Development Department is responsible for reviewing proposed development projects in the City as well as Code Enforcement activities to enhance the community’s safety, welfare, quality of life, and economic opportunities. Specific activities within the Division include implementation of the City’s Short-Term Rental program, administration of the 6 th Cycle Housing Element, El Camino Real Specific Plan revisions, and Santa Clara Station Area Specific Plan. The Office Specialist III will be essential to the administration and fiscal functions of the Division. This position is responsible for payment processing in compliance with Generally Accepted Accounting Principles (GAAP), compilation and preparation of data with preliminary analysis to support budget and State reporting requirements, and permitting process improvements. The position will also support personnel and administrative tasks such as website updates and activities related to retention of records.

Silicon Valley Power:

At Silicon Valley Power, we are dedicated to being a progressive and service-oriented electric utility that provides reliable, competitively priced, and sustainable services for our customers and the City of Santa Clara. We proudly serve residential and business customers and are committed to sustainability, with more than 40% of our energy sourced from clean, carbon-free renewable resources. We invite individuals who are passionate about making a positive impact in the energy sector and the Santa Clara community to explore career opportunities with us. Join our dynamic team as we shape the future of energy in California.

The Position:

This advanced secretarial class is distinguished from other City office support classes in that incumbents normally report to division head or higher City position with responsibilities involving the frequent use of tact, discretion, initiative, and independent judgment. Responsibilities include regular contact with government officials, City Council or board or commission members, representatives of business or community organizations, the public, and all levels of City personnel to exchange information and explain administrative policies and procedures.

The Office Specialist III works under general supervision and is expected to work within established procedures and policies of the work unit. An employee in this class performs a variety of administrative assignments related to the execution of administrative detail and assisting in departmental administrative service areas. An Office Specialist III may act as a lead to lower-level clerical classifications, but is primarily an individual contributor with a high level of expertise in generalized office administration. This classification performs advanced administrative assignments involving budget preparation and maintenance, research and data analysis, use of permitting software, payroll, and other clerical support as required.

Additional Information:

Applications must be filled out completely (e.g. do not write “see resume, NA, or personnel file.”). To receive consideration for the screening process, candidates must submit a **1) Cover Letter and 2) Resume.** **Incomplete applications will not be considered.**

Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov . Applications must be submitted by the filing deadline of **December 2,** **2025** at **4:00 PM.**

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW. IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT.** **MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARANTEE ADMITTANCE INTO THE EXAMINATION PROCESS. ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW.

The annual salary range for this position is $86,781.00 - $110,602.20. This position may be filled at or near the minimum of the salary range.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Minimum Education Requirements:

Graduation from high school or possession of a GED

Minimum Experience Requirements:

Four (4) years of progressively responsible secretarial or office administrative experience; and

Computer proficiency in Microsoft Word and Excel.

License/Certifications:

Possession of a valid California Class C driver’s license is required at time of appointment and for duration of employment.

Desirable Qualifications:

Completion of college level courses in the areas of management and/or supervision;

Business or secretarial training and experience in dealing with governmental, community, and business representatives; and

Computer proficiency in Microsoft Access and Power Point.

Other Requirements:

Must be able to perform all of the essential functions of the job assignment.

Follow this** link (https://www.governmentjobs.com/careers/cityofsantaclaraca/classspecs/843586) **to view the entire Class Specification, which includes more information on Typical Duties and Knowledge, Skills, and Abilities.

_Candidates must attain a passing score on_** **_each phase_** **_of the examination process to qualify for the Eligible List. A department interview will be required prior to appointment._

_Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application._

**PERMANENT CITY EMPLOYEES PREFERENCE POINTS:** Current permanent employee candidates who receive a passing score on the examination will have an additional five (5) points added to their final score.

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or [email protected] .

City of Santa Clara Benefit Summary Overview for Bargaining Unit #5, 7, & 8

Employees Association

This summary provides a brief overview of the City of Santa Clara's benefits available to Bargaining Unit #5, 7, & 8 employees in 2025. In the event of any conflict between the information in this summary and the applicable official plan documents, City Manager's Directives (CMDs), Personnel and Salary Resolution, or Memorandum of Understanding (MOU), the applicable official plan documents, CMDs, Personnel and Salary Resolution, or MOU will prevail over this summary. Benefits are subject to change.

Retirement:

+ Membership in the California Public Employees Retirement System (CalPERS)

+ Classic Employees: 2.7% @ age 55 formula – employee pays 8.00% of gross pay, minus $61 bi-weekly

+ New Employees: 2.0% @ age 62 formula – employee pays 7.00% of gross pay

+ Medicare and Social Security (FICA)

+ Employee pays 6.20% up to $10,918.20 (Social Security) and 1.45% (Medicare) of gross pay

Health Insurance:

+ The City contributes up to 100% of the premium of the Kaiser (Region 1) plan for Employee Only and Employee + 1 Dependent plans, and up to 90% of the premium of the Kaiser (Region 1) plan of the Employee + 2 or More Dependents plan

+ Employees electing health coverage with premiums above the City health contribution will pay additional premium costs from salary on a pre-tax basis

+ No cash difference is paid if an employee elects a plan cheaper than the max City contribution

+ To be eligible for the City’s contribution toward health, employees must be on a paid status for at least 80 hours in the month prior to the month of coverage

+ The City’s contribution is prorated based on scheduled hours for part time employees

+ Coverage is effective as early as the first day of the month after date of hire

+ Employees hired on or after 1/1/2022 who opt-out of City-offered health insurance and provide annual attestation _and_ acceptable proof of alternative required coverage for themselves and their tax family, if applicable, are eligible for a cash-in-lieu amount of $250/month. Contact Human Resources for more details

Dental Insurance:

+ Choice of two Delta Dental plans; enrollment is mandatory

+ City pays lowest cost employee only plan; additional cost is paid by employee

+ Coverage is effective as early as the first day of the month after date of hire

Vision Insurance:

+ Choice of two VSP plans

+ City pays lowest cost employee only plan; additional cost is paid by employee

+ Coverage is effective as early as the first day of the month after date of hire

Voluntary Employee Beneficiary Association (VEBA):

+ City contributes $50.00 a month toward employee's VEBA account

+ Account funds may be used to pay for qualified medical expenses after separation from the City and after age 50 (pre-tax)

Life Insurance:

+ City pays for $15,000 of Basic Life Insurance coverage

+ Coverage is effective the first of the month after one calendar month of employment

+ Additional optional insurance may be purchased by the employee for the employee, spouse, domestic partner, and/or dependent children

State Disability Insurance (SDI):

+ Employee pays 1.2% of gross pay (includes Paid Family Leave)

+ 7 day waiting period. Weekly paid leave for absences due to non-work related injuries/illnesses. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Paid Family Leave (PFL):

+ Up to 8 weeks of benefits within a 12-month period to care for a family member or to bond with a new child

+ No waiting period. Weekly paid leave benefit. Benefit is based on past earnings. Refer to edd.ca.gov for more information

Long Term Disability (LTD) Insurance:

+ Benefit is 2/3 of basic wage up to $7,500; max of $5,000/month

+ City pays $.558/$100 of insured earnings

+ 30 calendar day waiting period

+ Coverage is effective the first of the month after one calendar month of employment

Deferred Compensation:

+ Voluntary plan through Nationwide Retirement Solutions

+ Employee may contribute up to the lesser of the IRS maximum or 100% of gross compensation into a pre-tax 457(b) account or a post-tax Roth 457(b) account (or a combination of the two accounts) subject to IRS rules

Flexible Spending Account (IRS Section 125 Plan):

+ Employee may contribute up to $3,300 per year in pre-tax dollars to a health care spending account

+ Employee may contribute up to $5,000 per year in pre-tax dollars to a dependent care spending account

+ Employee may contribute up to $325 per month in pre-tax dollars to a commuter benefit plan

Vacation:

+ Vacation is accrued bi-weekly, cannot use vacation during first 6 months of City service

+ For 1 - 4 years of service: 10 days (80 hours)/year

+ For 5 - 9 years of service: 15 days (120 hours)/year

+ For 10 - 15 years of service: 21 days (168 hours)/year

+ For 16 - 20 years of service: 22 days (176 hours)/year

+ For 21+ years of service: 24 days (192 hours)/year

+ Maximum vacation accrual is 420 hours

+ Once per year, employees can elect to convert up to 40 hours of accrued vacation to cash to be paid out the following calendar year

Sick Leave:

+ Sick leave is accrued bi-weekly for equivalent of 96 hours per calendar year with no maximum accrual

+ Up to 48 hours/year of accumulated sick leave may be used for family illness

+ Up to 40 hours/year of accumulated sick leave may be used for personal leave

+ Employee may convert sick leave to vacation once per calendar year (annual maximum conversion is 96 hours sick to 48 hours vacation)

+ Partial sick leave payoff provision on retirement depending on years of service

Non-Management Leave:

+ 40hours of non-management leave credited to employees each January 1st

+ New employees hired between January 1st and June 30th receive 40 hours of non-management leave their first year

+ New employees hired between July 1st and December 31st receive 20 hours of non-management leave their first year

+ Unused non-management leave may not be carried over from one calendar year to the next

Compensatory Time Off (CTO):

+ Employees may accrue CTO in lieu of overtime hours (maximum accrual is set by department)

+ 16 hours of CTO is credited to employees each January 1st (prorated if hired after January 1st)

Holidays:

+ Seventeen paid eight-hour holidays per year (13 & 4 holidays between 12/25 to 1/1 of following year)

Reimbursements/Allowances (for specific classifications):

+ Raingear: $150 per fiscal year for eligible classifications

+ Safety Boots: $275 per fiscal year for eligible classifications

+ Walking Shoes: $120 per fiscal year for eligible classifications (See MOU for details)

+ Tools: $500 per fiscal year reimbursement for Auto Foreperson classification

+ Phone allowance of $80/month for Senior Key Customer Representative(s) and Key Customer Representative(s) job classifications

Bilingual Pay:

+ Certified bilingual employees are eligible for $55/bi-weekly bilingual pay

Night Differential Pay:

+ Librarians and library support employees whose regular assignments are to City libraries are eligible for 5.0% night differential pay for all hours worked between 5:30 p.m. and 6:30 a.m. so long as they work a minimum of 2 consecutive hours between 5:30 p.m. and 6:30 a.m.

+ All other employees are eligible for 5.0% night differential pay for all hours worked between 6:00 p.m. and 8:00 a.m. so long as they work a minimum of 2 consecutive hours between 6:00 p.m. and 8:00 a.m.

Standby Pay:

+ Employees in the classification of Electric Utility Programmer Analyst, Electric Utility Network Administrator, and Senior Energy Systems Analyst are eligible for standby pay of $100/week when assigned to work standby

Tuition Reimbursement Program:

+ Up to $2,000 per fiscal year for tuition reimbursement

Employee Assistance Program:

+ Confidential counseling to employees and dependents. Up to maximum of five (5) consultations per family member per incident per year

+ City paid benefit

Retiree Medical Reimbursement Program:

+ Employees who retire from the City with at least ten (10) years of service shall receive reimbursement to help cover retiree single health insurance premiums. The reimbursement maximum includes the PEMHCA minimum.

+ Up to age 65, retirees are eligible for reimbursement up to $425/month in 2025 (amount adjusted annually)

+ After age 65, retirees are eligible for reimbursement up to $254/month in 2025 (amount adjusted annually)

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, omissions, stating "see resume" or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question completely, and in your own words (without the use of generative Artificial Intelligence tools, including but not limited to Chat GPT, Microsoft AI, or any other AI tool), and that your responses can be verified from information included within your application?

+ Yes

+ No

02

Please select the option below that best describes how you meet the minimum qualifications for OSIII.

+ I have a high school diploma or possession of a GED; four (4) years of progressively responsible secretarial or office administrative experience; and I have computer proficiency in Microsoft Word and Excel.

+ I do not meet the minimum qualifications.

03

Please specify how you meet the Class C license requirement:

+ I possess a valid California Class C driver's license and can maintain it for duration of employment.

+ I do not possess a valid California Class C driver's license but can obtain one by the time of appointment.

+ I do not possess the license requirement and cannot obtain one by the time of appointment.

04

Please describe how your education and/or experience meet the minimum qualifications of this position.

05

Perform general clerical and computer proficiency in Microsoft 365 Suite – Considering your previous work experience, select one response that best describes how long you have performed this task.

+ More than 3 years

+ More than 2 years and up to 3 years

+ More than 1 year and up to 2 years

+ More than 6 months and up to 1 year

+ 0 to 6 months

06

Describe any experience you might have with reviewing and reconciling reports, journals, budgets, fiscal data, and statistical data. Also, describe any experience with auditing and verifying fiscal information and accounts. Be clear, specific, and complete in your response.

07

Please describe in detail your experience with complaint resolution, specifically describe the issue, the methodology to resolution, and the result.

Required Question

Employer

City of Santa Clara

Address

1500 Warburton Ave.

Santa Clara, California, 95050

Phone

408-615-2080

Website

http://www.santaclaraca.gov

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