Office Specialist

The San Ramon Valley Street Smarts Program and the South West Area Transportation (SWAT) Transportation Demand Management (TDM) Program are seeking an energetic outgoing customer service focused individual to provide traffic safety education to students in the San Ramon Valley on bike safety pedestrian behavior and driver responsibility. This individual will also table at events for both programs providing information on TDM and Bicycle Education depending on the audience. Also this role provides administrative support for both programs by performing data entry on automated systems correspondence reports forms receipts vouchers work orders and specialized documents related to the Street Smarts program as well as the Regional Vanpool Program.

The San Ramon Valley Street Smarts Program is a collaborative partnership between the Town of Danville City of San Ramon County of Contra Costa San Ramon Valley Unified School District (SRVUSD) San Ramon Valley Fire Protection District San Ramon Valley Council of PTAs and community partners.

The SWAT TDM program is a collaborative partnership between the South West Area Transportation (SWAT) and 511 Contra Costa administered by the City of San Ramon. The SWAT TDM program provides incentives and administration for the Regional Vanpool Program as well as marketing for other regional transportation programs provided by CCTA through 511 Contra Costa including transit programs bicycle storage infrastructure programs and Guaranteed Ride Home Program (GRH).

This position is grant-funded by the Organization of Bay Area Governments Round 3 Grant (OBAG) and the Transportation Fund for Clean Air (TFCA). Position hours are flexible based on school hours and seasonal fluctuations. Position is expected to include Street Smarts hours based on school schedule. The TDM program also expects hour flexibility based on scheduled tabling events and specific campaign needs as well as billing and form processing demands. This position will include work both indoors and outdoors. Incumbents will occasionally be required to work alone or in the evening or weekends. The Street Smarts & TDM Program position is full-time and receives benefits.

Ideal Candidate

• Has knowledge and experience in bicycle and pedestrian safety education with K-12 students.
• Has knowledge and experience in Transportation Demand Management (TDM) including vanpool & transit incentive program administration.
• Has experience presenting traffic safety educational materials to large groups of K-12 students in an upbeat and effective way.

• Performs data entry on automated systems including but not limited to employee or population information mailing lists rosters invoices payroll data work orders and purchase orders.
• Prepares correspondence reports forms receipts vouchers work orders and specialized documents related to the department/division to which assigned from drafts notes brief instructions corrected copy or dictated tapes using a word processor or computer with form templates.
• Proofreads materials for accuracy completeness compliance with departmental policies formatting and correct English usage including grammar punctuation and spelling.
• Prepares and distributes meeting agendas; takes and transcribes minutes; maintains department and/or official City records.
• Checks and tabulates standard arithmetic or statistical data; summarizes such information and prepares periodic or special reports.
• May direct and review the work of a small office staff on a project or day-to-day basis; may train staff in work procedures.
• Answers telephones and greets visitors; directs calls to appropriate staff or takes messages; makes referrals to other agencies or departments; and schedules meetings and conference rooms.
• Performs other duties of a similar nature or level.

When Assigned to Street Smarts:

• Research plan coordinate and conduct with minimum oversight pedestrian and bicycle safety presentations to grades K-8;
• Effectively communicate with school officials to schedule events in the schools several months ahead;
• Present assemblies at 22 elementary schools eight middle schools in SRVUSD and one remote school;
• Participate in the development and implementation of public information and community programs and projects;
• Organize and order necessary supplies for events. The position also requires set-up and take down at each event;
• Develop new School programs under the direction of program Coordinator;
• Host Street Smarts table atsummer event concerts and coordinate High School presentations as needed;
• Assist Program Coordinator with organization and planning of events not limited toset-up and take down at each event;
• Keep attendance records and prepare reports as needed;

When Assigned to TDM:

• Process orders for Vanpool driver and passenger incentives;
• Utilize City financial report systems to pull reports and process billing for reimbursement from granting agency partners;
• Assist Program Coordinator with organization and planning of events not limited toset-up and take down at each event;
• Plan and conduct with minimum oversight vanpool informational tabling events at San Ramon Valley employers;

• Provides office administrative support to management supervisory and professional staff including maintaining calendars transmitting information following up on projects and ensuring that appropriate staff coverage is maintained.
• Organizes and carries out administrative assignments; researches compiles and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports manuals articles announcements and other informational materials.
• Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects.

Knowledge of:
Principles and practices of municipal management and government; principles practices and procedures of public administration in a municipal setting; applicable Federal State and local laws regulatory codes ordinances and procedures relevant to assigned area of responsibility; basic research and reporting methods techniques and procedures; business letter writing and the standard format for reports and correspondence; principles and practices of data collection and report preparation; modern office administrative and secretarial practices and procedures including the use of standard office equipment; computer applications related to the work; English usage grammar spelling vocabulary and punctuation; and techniques for dealing effectively with the public vendors contractors and City staff in person and over the telephone.

Ability to:
Provide varied confidential and responsible secretarial and office administrative work requiring the use of independent judgment tact and discretion; respond to and effectively prioritize multiple phone calls and other requests/interruptions; interpret and implement policies procedures technical processes and computer applications; evaluate programs and processes in order to determine optimum efficiency; perform basic research and prepare reports and recommendations; analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline procedures; organize maintain and update office database and records systems; enter and retrieve data from a computer with sufficient speed and accuracy; compose correspondence and reports independently or from brief instructions; establish and maintain a records management system; make accurate arithmetic and statistical calculations; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work set priorities and meet critical time deadlines; operate modern office equipment including computer equipment and specialized software applications programs; use English effectively to communicate in person over the telephone and in writing; and establish and maintain effective working relationships with those contacted in the course of the work.

Any combination of training and experience that would provide the required knowledge skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education
Equivalent to the completion of the twelfth (12th) grade.

AND

Experience
Three (3) years of general office support or secretarial experience.

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.College level coursework related to the area of assignment is desirable.

Licenses and Certifications

• Specified position must possess and maintain a valid California class C drivers license and a satisfactory driving record. A valid California Drivers License is not a requirement for this position. However persons hired into this class who intend to drive their personal vehicle and/or a City vehicle as part of their job duties will be required to possess a valid California Drivers License; alternatively persons hired into this class could use alternative means of transportation as part of their job duties.

• Experience implementing effective promotional programs public information/community outreach and marketing efforts to change travel behavior with diverse audiences.
• Experience implementing effective promotional programs public information/community outreach and marketing efforts to change bike and pedestrian behavior with diverse audiences.
• Knowledge and experience working with the public and school age children.
• Experience with Microsoft Office software (Word Excel Outlook PowerPoint) and Google Docs.

Resumes cannot be substituted for a completed application.

The recruitment process is as follows:
The most qualified candidates as determined by initial screening of applications will be invited to participate in an oral and/or department panel interview.
The first round of interviews is tentatively scheduled for August eligibility list will be established from the interview process. Individuals on the eligibility list may be asked to participate in a second round of interviews based on specific individual qualifications and the Citys needs. The eligibility list will remain in effect for one (1) year for potential future vacancies.

The City of San Ramon is an equal opportunity employer and does not discriminate against race color religion national origin age sex origin sexual orientation or accordance with the Americans with Disabilities Act should special accommodations be necessary at any stage of the selection process please contact the Human Resources Division at.

Information contained herein including the recruitment process is subject to change without notice.