Office Specialist III

Job Type: Location Type: On-site

 

Salary : $62,393.76 – $75,206.56 Annually
Location : Throughout the County of Santa Clara, CA
Job Type: Full-Time
Job Number: 25-D09-A
Department: County-Wide Recruitment
Opening Date: 09/25/2025
Closing Date: 10/8/2025 11:59 PM Pacific
Bargaining Unit: 02

Description

Under limited supervision, to perform a wide variety of moderately complex and responsible assignments requiring comprehensive knowledge of subject matter, organizational activities and operations.
* * * IMPORTANT * * *

EXAMINATION DATES: Candidates who meet the employment standards will be invited to participate in an online written examination, tentatively scheduled for October 27 through October 31, 2025. Qualifying candidates will receive an email with detailed instructions on how to access the exam. Please ensure your contact information is up-to-date and monitor your email for further communication.
Typical Tasks

• Furnishes public, departments and agencies with information by searching for and abstracting technical data, giving explanations of laws, regulations, policies or procedures, sending materials, and composing routine letters; may respond to inquiries via electronic mail;
  
• Assists visitors and callers about locations, functions and services of departments. Exercises considerable judgment, discretion and interpretive ability in determining the needs of callers and visitors to direct them to appropriate offices or personnel;
  
• Extracts technical and statistical data for entry into computer system; performs research to complete input as needed;
  
• Prepares a variety of correspondence, forms, legal documents, reports, articles, technical specifications, memoranda, resolutions, minutes of meetings or hearings from a dictation machine, clear copy, notes or instructions, where knowledge of format and presentation is necessary;
  
• Takes and relays messages for department office or personnel; returns phone calls as needed or refers message to appropriate office or personnel;
  
• Maintains subject or numerical files in a standard equipment or computer system; classifies material and prepares new file folders or database as needed; may perform record maintenance of activities of a unit including work received, status of work, work completed and renewal action required;
  
• Identifies potentially dangerous or disturbed persons and takes appropriate action according to office policies and procedures;
  
• Performs variety of clerical duties including copying and assembling materials, collecting and distributing mail, answering phones, faxing documents and other related tasks;
  
• Performs payroll activities such as maintaining records of time worked, overtime, leaves and absences;
  
• Orders office supplies and equipment by preparing requisition and purchase orders, and checking prices and extensions;
  
• Creates and maintains a database for case tracking, retrieval of information, and maintenance of computer files; performs research to complete database as needed;
  
• Schedules meetings, appointments, rooms, and training for both staff and clients; maintains schedules of activities and location of staff members as required;
  
• Coordinates billing, accounts payable and inventory; maintains records of transactions by issuing receipts, permits, passes, releases, and licenses; checks, computes and collects fees, and may maintain control over petty cash;
  
• Interviews patients/clients to secure basic personal, financial and medical data as necessary; performs research and updates on client status from folder files or computer files;
  
• May offer orientation and answer procedural questions for new employees and coworkers;
  
• Reviews and corrects documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations;
  
• Prepares statistical summaries for billing purposes, work activity of unit, technical data and reports;
  
• Operates standard office equipment; performs simple troubleshooting and maintenance;
  
• Performs other related duties as required.

Employment Standards

Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities:

Experience Note: The knowledge and abilities required to perform this function are normally acquired through training and experience equivalent to the possession of a high school diploma and 2 years work experience performing a wide variety of clerical duties, or one (1) year work experience equivalent to that of a Santa Clara County Office Specialist II.

Knowledge of:

• Office practices and procedures, including filing systems, financial record keeping, reference sources and preparation of correspondence and reports;
  
• English vocabulary, grammar, spelling, punctuation and style/format;
  
• Customer services principles, including the handling of irate and distressed people;
  
• Computer applications, such as word processing, spreadsheet and/or database;
  
• Basic mathematics to perform simple calculations and statistical reports;
  
• Telephone procedures and etiquette.

Ability to:

• Deal tactfully with members of the public often under stressful conditions;
  
• Communicate effectively in providing information and assisting callers and visitors;
  
• Use a keyboard with moderate speed and a high level of accuracy;
  
• Use discretion in organizing activities and set priorities;
  
• Prepare concise reports;
  
• Analyze information and materials and formulate conclusions;
  
• Interpret and apply specific laws and ordinances, office policies and procedures;
  
• Effectively organize activities and prioritize to meet deadlines;
  
• Operate standard office equipment.

** Departments may selectively recruit for typing speed up to 50 Net WPM, depending on departmental need.
The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more

The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the with the bargaining unit applicable to the job classification.

In addition to the amazing perks above, the County also offers the additional benefits below.

Retirement Benefits
The County offers robust retirement plans including a (similar to the private sector’s 401(k) plan) and the In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family’s long-term financial well-being.

Health Flexible Spending Account
The empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.

Dependent Care Assistance Program (DCAP)
The enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the , an employer-funded DCAP, for employees with annual income under $120,000.

Life and AD&D
The County offers life and disability benefits including , Insurance, These benefits ensure financial security and income support when you and your family need it most.

Employee Assistance Program (EAP)
The County prioritizes employee mental health and well-being and offers a top-tier through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.

Employee Wellness
The offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.

Education Reimbursement
A generous program is available, including Education Reimbursement for employees seeking additional training and professional development.

NOTE: Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes.
01

Please answer the following questions: The completion of the following supplemental questions is REQUIRED for your application and is an integral part of the evaluation process. Initially, it will be used to determine the minimum qualifications. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process.Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. Please include the name of the employer, job title, dates of employment, and number of hours worked per week for questions asking about your experience. A response of “see resume” or “see application” will deem your application incomplete.
Do you understand the requirement to provide complete answers in order to determine relevant experience for each area in question?

• Yes
• No

02

Do you possess a high school diploma or GED equivalent?

• Yes
• No

03

How many years of experience do you have performing a wide variety of clerical duties?

• No experience
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five or more years

04

Describe your experience performing a wide variety of clerical duties, including the name(s) of the employer(s), the job title(s), the dates of employment, and the number of hours worked per week. If you do not have relevant experience, please indicate this by entering “N/A.”
05

Do you have at least one year of experience equivalent to an Office Specialist II classification in the County of Santa Clara?Click here to read the

• Yes
• No

06

If yes, describe the duties you performed that qualify as equivalent experience, including the name(s) of the employer(s), the job title(s), the dates of employment, and the number of hours worked per week. If you do not have relevant experience, please indicate this by entering “N/A.”
07

Do you have experience providing clerical support in a law office?

• Yes
• No

08

If yes, describe your experience providing clerical support in a law office, including the name(s) of the employer(s), the job title(s), the dates of employment, and the number of hours worked per week. If you do not have relevant experience, please indicate this by entering “N/A.”
09

Do you have experience handling confidential records?

• Yes
• No

10

If yes, describe the types of records and how you ensured confidentiality, including the name(s) of the employer(s), the job title(s), the dates of employment, and the number of hours worked per week. If you do not have relevant experience, please indicate this by entering “N/A.”
11

Do you have work experience performing nurse scheduling duties? This includes knowledge of nursing staffing, organizational activities, and preparing/monitoring schedules for nursing office personnel.

• Yes
• No

12

If yes, describe your experience performing nurse scheduling duties, including the name(s) of the employer(s), the job title(s), the dates of employment, and the number of hours worked per week. If you do not have relevant experience, please indicate this by entering “N/A.”
13

Do you have experience working with justice-involved individuals (e.g., probation, court, or individuals involved with the criminal justice system)?

• Yes
• No

14

If yes, describe your experience working with justice-involved individuals, including the name(s) of the employer(s), the job title(s), the dates of employment, and the number of hours worked per week. If you do not have relevant experience, please indicate this by entering “N/A.”
15

Do you have experience working with veterans and military service members?

• Yes
• No

16

If yes, describe your experience working with veterans and military service members, including the name(s) of the employer(s), the job title(s), the dates of employment, and the number of hours worked per week. If you do not have relevant experience, please indicate this by entering “N/A.”
17

Please select all systems and applications with which you are proficient.

• Accela EH
• Accela Civic Platform
• Accela EnvisionConnect
• Adobe Acrobat Cloud
• Adobe Pro
• AIMS
• ANSOS
• Archibus
• AssetWorks
• Buzzsaw
• CAIR2 (California Immunization Registry)
• CalSAWS (California Statewide Automated Welfare System)
• Canva
• Chameleon
• CaRES2
• CAQH ProView
• Cherwell
• Child Support Enforcement (CSE) Computer System
• CIBER
• Cisco Phone System
• CJIC
• CMA (Content Management Application)
• CMIPSII (Case Management, Information and Payrolling System)
• Corrective Action Tracking and Reporting System (CATR)
• CUBS
• CWS/CMS (Child Welfare Services/ Case Management System
• DataWatch
• DMS (Document Management System)
• DocuSign
• EBT (Electronic Benefit Transfer)
• Ebix
• eDisclosure Computer System
• EIMS (Election Information Management System)
• ELPF
• Encoder Pro
• Envision
• EPIC
• FileMaker Pro
• Filing of Statement of Economic Interests Form 700
• Healthlink
• IDM (Integrated Document Management)
• lmagenet
• Integrated Earnings Verification System (IEVS)
• IVOS
• JIS (Jail Information System)
• Knowledge Lake
• KRONOS
• Learning Management System (SccLearn)
• Legal Case Management System
• LexisNexis
• Lotus Notes
• MEDS (Medi-Cal Eligibility Data System)
• Meeting Platform (Zoom, MS Teams, WebEx, etc.)
• Microsoft Access
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• MinuteTraq
• National Plan Provider Enumeration System
• NEOGOV
• Odyssey
• OneMeeting
• Optics
• PeopleSoft
• Performance Management Database
• PMM (Pathways Materials Management)
• Prolaw
• QNXT
• Right Fax
• Samaritan
• SFTP (Secure File Transfer Protocol)
• SAP (Systems Applications and Procurement)
• SharePoint
• Statistical Analysis Software such as SPSS or stat
• Soft Phone
• TCAS (Tax Collector’s Apportionment System)
• Teller
• TMT (Task Management Tool)
• UniCare
• VACS (Ventura Automated Collection System)
• VAST
• Virtual Volunteer
• Volgistics
• Volunteer Event Management (VEM)
• Volunteer Match
• Volunteer Organizer Pro
• Volunteer Organizer Spot
• Volunteer Reporter (Voltsoft)
• Westlaw
• Social Media Applications (state specific applications such as, Facebook, Twitter, etc.)
• WIS (Welfare Intercept System)
• Word Perfect
• Other
• None of the above

18

For each computer application you selected above, please provide the following details. You may also include any additional applications not listed. For each application include:
– Application Name
– Skill Level (Beginner, Intermediate, or Advanced)
– Describe how you have used this application in your current or previous roles.
19

Please select all languages you speak fluently.

• Arabic
• Armenian
• Cambodian
• Cantonese (Chinese)
• Farsi
• German
• Hindi
• Japanese
• Khmer
• Korean
• Mandarin
• Oromo
• Pakistani Urdu
• Russian
• Spanish
• Tagalog
• Taiwanese
• Vietnamese
• Other
• None of the above

20

For the language(s) selected, what is your competency (check all that apply)? If you are fluent in more than one language, select your highest level of competency. (If selected for a bilingual position, you must take and pass the language proficiency exam prior to appointment).

• Speak
• Read
• Write
• None of the above

21

Please indicate all the locations where you are willing to work. Your selections may determine referral to specific departments or locations.

• Supervisorial District 1
• Supervisorial District 2
• Supervisorial District 3
• Supervisorial District 4
• Supervisorial District 5
• Airports
• Agriculture & Environmental Mgmt
• Assessor
• Behavioral Health Services
• Clerk of The Board
• Community Health Services
• Controller – Treasurer Department
• County Clerk – Recorder
• County Counsel
• County Communications
• County Executive
• County Library District
• Custody Health Services
• Dept. of Child Support Services
• Department of Correction
• Department of Tax and Collection
• Dept. of Environmental Health
• District Attorney
• Emergency Medical Services
• Employee Services Agency
• Facilities
• Fleet Services
• Hospital System – De Paul Medical Center
• Hospital System – O’Connor
• Hospital System – Regional Medical Center
• Hospital System – Saint Louise Regional
• Hospital System – Valley Medical Center
• Local Agency Formation Commission
• Medical Examiner/Coroner
• Office Of Supportive Housing
• Parks & Recreation
• Planning & Development
• Pre-Trial Services
• Probation
• Procurement
• Public Defender
• Public Health
• Registrar Of Voters
• Risk Management
• Roads Department
• Sheriff-Doc Contract
• Sheriff’s Office
• Social Services Agency
• Technology Services & Solutions
• Valley Health Plan
• Vector Control District

22

Are you willing to travel to different offices or work locations throughout the county, as needed?

• Yes
• No

23

Are you willing to work weekends, holidays, and/or odd or unusual hours on an as- needed basis?

• Yes
• No

24

Are you willing to work on a part-time basis?

• Yes
• No

25

The list established will be used for full-time and temporary extra help assignments. Are you willing to accept a temporary extra help assignment?

• Yes
• No

26

Some positions require working in a locked facility. Are you willing to work in this type of environment?

• Yes
• No

27

I understand that for some departments, I am required to pass an extensive background investigation prior to appointment. Do you understand this requirement?

• Yes
• No

28

How did you find out about this job?

• Contacted by County Recruiter
• Virtual Job Fair
• In Person Job Fair
• In-Person Networking Professional Event
• Virtual Networking Event
• Community Event
• Glassdoor
• Governmentjobs.com
• Professional Association
• Search Engine (Google, Bing, online search, etc.)
• Hospital Website: SCVMC, O’Connor Hospital, St. Louise Regional Hospital Website
• Contacted by a Recruitment Firm
• Handshake
• Student Career Center
• County Text Message
• County Career Newsletter
• Other (Specify in the next question)
• County Employee Referral
• County of Santa Clara Career Website
• County of Santa Clara Job Interests Email Notification
• Facebook
• Instagram
• LinkedIn
• Indeed

29

If you selected an event/fair or other in the question above. Please specify. If not, indicate N/A.
Required Question