Senior Office Specialist - Tryfacta, Inc
San Jose, CA 95118
About the Job
About US:
Tryfacta is a leading, nationally renowned Workforce Management Solution provider for private &public sector firms across the US. We specialize in Healthcare, IT, Business Support, and Professional & Craft/Light Industrial ecosystems.
Founded in March 1996, we have a presence in all 50 States. Tryfacta has Ranked number 1 as one of the fastest-growing companies by Inc. Magazine (Inc. 5000)!
Tryfacta is certified by the Joint Commission for Healthcare Staffing Services & has numerous ISO Certifications that capture our commitment to continuous improvement.
Job Summary:
Tryfacta is seeking a Senior Office Specialist for our client at San Jose CA 95118. This is a temporary contract assignment. If you meet the qualifications listed below and are interested, please Apply Now!
Position Title: Senior Office Specialist
Location: San Jose CA 95118
Duration: Until 08/04/2025
Work Schedule: Part time (30 hours/week)
Definition
Working Conditions:
Environmental Conditions: Office environment; exposure to computer screens and copiers; moderate noise levels; and controlled temperature conditions.
Physical Conditions: Essential functions may require maintaining physical condition necessary for reaching, walking, standing or sitting for prolonged periods of time; extensive use of computer keyboard and mouse; light to moderate lifting; reaching above head; visual acuity for reading documents , correspondence and computer screens; operating a variety of manual and automated office equipment.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.
Tryfacta is a leading, nationally renowned Workforce Management Solution provider for private &public sector firms across the US. We specialize in Healthcare, IT, Business Support, and Professional & Craft/Light Industrial ecosystems.
Founded in March 1996, we have a presence in all 50 States. Tryfacta has Ranked number 1 as one of the fastest-growing companies by Inc. Magazine (Inc. 5000)!
Tryfacta is certified by the Joint Commission for Healthcare Staffing Services & has numerous ISO Certifications that capture our commitment to continuous improvement.
Job Summary:
Tryfacta is seeking a Senior Office Specialist for our client at San Jose CA 95118. This is a temporary contract assignment. If you meet the qualifications listed below and are interested, please Apply Now!
Position Title: Senior Office Specialist
Location: San Jose CA 95118
Duration: Until 08/04/2025
Work Schedule: Part time (30 hours/week)
Definition
- To provide primary administrative support to an assigned unit manager and/or unit processes; to participate in the development and implementation of an electronic records management system; to provide information and assistance to the public regarding division policies and procedures; and to perform a variety of tasks relative to assigned area of responsibility.
Responsibilities for this position include, but are not limited to:
Typical Duties
The duties specified below are representative of the nature and level of duties assigned to this class and are not intended to be an inclusive list. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position. Management reserves the right to add, modify, change, or rescind the work assignments of different positions.
The following combination represents the minimum training and experience requirements for this classification:
Training: Equivalent to the completion of the twelfth grade.
Experience: Five (5) years of administrative support experience.
License or Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license .
Typical Duties
The duties specified below are representative of the nature and level of duties assigned to this class and are not intended to be an inclusive list. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position. Management reserves the right to add, modify, change, or rescind the work assignments of different positions.
- Lead, plan, oversee, and participate in the more complex and difficult administrative support work for the unit.
- Research, assemble , and evaluate information from a variety of sources for the completion of forms or the preparation of reports.
- Receive, greet, and screen telephone calls and visitors to the assigned office; take messages or direct visitors to appropriate staff.
- Respond to questions, inquiries, or complaints from the public or external agencies.
- Receive, prioritize, and organize incoming work; maintain logs and records of work received; assign work to available staff; follow up with staff to ensure completion of assignments.
- Type various correspondence, forms, and specialized documents from drafts, notes, or brief instructions.
- Create draft and final copies of correspondence, permits, charts, contracts, reports, forms, memoranda, minutes, tables, manuals, graphics, and other printed materials utilizing various word processing techniques.
- Set up office filing systems; organize, maintain, update, and purge records and files.
- Perform data entry functions; ensure proper documentation, coding and input of information; print electronic data, make necessary copies, attach materials, and distribute as appropriate.
- Coordinate and oversee the storage, maintenance, and retrieval of a variety of active and inactive District print and electronic records or files which may be in a variety of media forms ; create and maintain the classification and indexing system for all records or files; ensure proper movement of records from the District's facility to off-site storage ; ensure records and files are destroyed according to established retention schedules ; ensure all records and files comply with legal requirement and copies are available for litigation and subpoenas.
- Train assigned employees in their areas of work including office administrative support techniques, mail sorting and distributing, and word processing methods and procedures.
- Finalize and submit invoices to customers; receive and process payments for invoices; manage permit, invoice, and letter library in oracle database.
- Review insurance certificates for adequacy; maintain the file Certificate of Insurance for projects
- Communicate with the public and internal staff in courteous manner.
- Employees have a responsibility for safety; for following safety regulations and safety policies and procedures applicable to their work
- Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisors or by law.
- Perform related duties and responsibilities as require
To be considered for this position, you should have: [Skills, Education, or Experience]
Qualifications:
Some Knowledge of:
Qualifications:
- Principles , practices and responsibilities involved in leading the work of assigned staff. Mathematical principles.
- Working Knowledge of:
- Operational characteristics of an electronic records management system.
-
English usage, spelling, grammar and punctuation. - Common and specialized desktop applications and software as well as specialized software related to the work.
- Methods and techniques of receiving, sorting, and distributing mail.
- Methods and techniques of customer service.
- Principles of business writing and report preparation.
- Methods and techniques of organizing and prioritizing work assignments.
- Databases, GIS, invoicing/accounts receivable.
- Best practices for office procedures, methods , and equipment.
- Principles and procedures of record keeping, file maintenance, retention and retrieval .
- Operations, policies, and procedures of the office to which assigned.
- Train, organize , assign, and review the work of staff .
- Independently prepare correspondence.
- Receive, sort, and distribute mail.
- Store, maintain , and retrieve a wide variety of active and inactive District records , information and files .
- Adhere to established records retention guidelines.
- Maintain complete records and databases.
- Research and interpret items such as documents and parcel books .
- Use common and specialized desktop applications and software and a variety of office equipment.
- Respond to requests and inquiries from the public.
- Type at a speed necessary for successful job performance
- Understand and follow verbal and written instructions .
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
The following combination represents the minimum training and experience requirements for this classification:
Training: Equivalent to the completion of the twelfth grade.
Experience: Five (5) years of administrative support experience.
License or Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license .
Working Conditions:
Environmental Conditions: Office environment; exposure to computer screens and copiers; moderate noise levels; and controlled temperature conditions.
Physical Conditions: Essential functions may require maintaining physical condition necessary for reaching, walking, standing or sitting for prolonged periods of time; extensive use of computer keyboard and mouse; light to moderate lifting; reaching above head; visual acuity for reading documents , correspondence and computer screens; operating a variety of manual and automated office equipment.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.
Source : Tryfacta, Inc
