Office Assistant III

ABOUT THE POSITION

• Under limited supervision, the Office Assistant III performs highly responsible, specialized, and technical office support activities;
• explains rules, policies, and operations related to department records, programs, and services; may serve as a lead-worker and provide training and work assignments to a group of office support staff;

may conduct initial application screening interview and initiate cases through automated systems; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

The Office Assistant III is the advanced journey level in the Office Assistant series. Incumbents either act as lead-worker to a group of office support staff, perform applicant screening in addition to other primary responsibilities, or exercise a detailed subject matter knowledge of a specific and complex program area or specialized record keeping system.

IDEAL CANDIDATE

This candidate will be able to review documents for completeness and accuracy. They will have proficient skills to audit documents for correctness applying federal and state regulations required for various types of documents;

efficiency with identifying errors or missing information and be able to take required corrective steps to ensure a complete and accurate work product.

The ideal candidate can also create spreadsheets for tracking complex process steps and use Microsoft Outlook for scheduling a variety of meetings and events.

This person will be sensitive to deadlines and identifying actions to improve our paper and electronic processes; apply your expertise to assist staff with questions or training as required on a regular basis.

This candidate will be organized, have excellent communication skills, outstanding attendance, a positive and helpful attitude and be a team player.

As HHSA Administration is a customer service organization, being pleasant, polite, professional, and always approachable is a must.

EXAMPLES OF ESSENTIAL DUTIES

• Duties may include, but are not limited to the following : As lead-worker, instructs employees in the interpretation and application of laws, regulations, policies, and procedures related to the department's programs and automated systems;
• prioritizes and manages workload distribution; acts as technical resource on more difficult problems or specialized issues;
• monitors quality and timeliness of unit work; identifies and provides individual instruction to co-workers for work deficiencies;
• provides feedback to supervisor as requested; assists the public in person or by phone; answers inquiries related to department services, programs, and operations;
• obtains information, resolves discrepancies or errors, disperses relevant information, or refers client to the appropriate personnel or location;
• explains the proper use of forms and documents; produces notices, reports, letters, legal documents, fiscal, or statistical information;
• processes, maintains, and prepares forms, records, reports, and control logs; maintains department files; researches and assembles information;
• verifies that information or data is complete, accurate, and consistent; identify and correct deletions or errors; updates and deletes information;
• operates automated systems, which involves interpretation of requirements and assisting in the layout and formatting of fields, screens, and report formats utilized in database, spreadsheet, or word processing software;
• produces statistical, data processing, and production related reports; may perform the initial applicant screening function and initiate case through an automated system;

performs related duties as assigned.

TYPICAL QUALIFICATIONS

• Knowledge of : Modern office practices, and department specific methods, procedures, policies and regulations; programs, goals, and purpose of the assigned department;
• English grammar, vocabulary, spelling, and punctuation; business letter writing; lead-work and staff development techniques and practices;

computer terminology and computer keyboard arrangement; common word processing, spreadsheet, and database software packages.

• Ability to : Answer a variety of questions related to department programs and processes; exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations;
• interpret and explain procedures to others; provide verbal and written instruction to others; exercise sound judgment when prioritizing, organizing, assigning, and monitoring workload;
• learn the basic principles of the automated system; apply the rules, regulations, policies, and procedures pertaining to initial application for the assigned departments services;
• apply appropriate questioning content and techniques for interviewing applicants; enter data accurately into automated system;
• locate, identify, and correct inaccurate or incomplete information; answer a variety of questions related to department programs and the application process;
• communicate effectively verbally and in writing with individuals from diverse socio-economic and cultural backgrounds; lead and train subordinate employees effectively;

establish and maintain effective working relationships; follow written and oral directions and instructions.

These standards are typically attained with two (2) years of full-time experience as an Office Assistant II with Shasta County OR two (2) years of full-time experience performing general office support duties in an office environment, including one (1) year at the journey level.

SPECIAL REQUIREMENT

Some positions may require the ability to type at a net corrected speed of 45 words per minute. Some positions may require possession of special language and culture skills as a bona fide qualifications standard.

In these cases, candidates must demonstrate that they possess the required skills. Some positions in this classification may require possession of a valid California driver's license.

Employees who drive on County business to carry out job-related duties must possess a valid California driver's license for the class of vehicle driven and meet automobile insurability requirements of the County.

Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on a case-by-case basis by the appointing authority.

SUPPLEMENTAL QUESTIONS

Responses to the following must be submitted with a completed application.

• Do you have two (2) years of full-time experience as an Office Assistant II with Shasta County or performing general office support duties in an office environment, including one (1) year at the journey level? Yes / No
• If yes to supplemental question #1, please list the job title(s) and the dates of employment, and describe the functions and duties performed, equipment used, and responsibilities held.

If no, please type "n / a."

• Do you have experience using Microsoft Office? If so, please describe your level of proficiency with each program.
• Please identify all computer software programs you use (e.g., word processing, spreadsheets, databases, applicant tracking systems, payroll, etc.

and describe your level of proficiency with each of the applications (beginner, proficient, or expert). Please be specific. If none, type N / A.

• I acknowledge that this position may require the ability to type at a net corrected speed of 45 words per minute. Yes / No
• I acknowledge that if I answered "Yes" to any of the above questions, but did not give the requested additional information, my application may be considered incomplete and may be screened out. Yes / No
• I acknowledge this position requires a valid California Driver’s License. Yes / No

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel;
• and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand;

walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and / or move up to ten (10) pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

OTHER CONSIDERATIONS

• All new employees are required to have their paycheck directly deposited to a bank account.
• Some positions may require a valid California driver's license and acceptable driving record according to County policy.
• Reasonable accommodations may be made for those persons who are disabled under the Americans with Disabilities Act to perform the essential functions of the position.
• As part of the selection process, all individuals provided with a preliminary offer of employment with Shasta County will be subject to a background investigation, including a criminal history check (primarily completed through the taking of fingerprints).

An image of your fingerprints will be captured and sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI).

The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application.

Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature of the offense, the date of the offense, the surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.

• Based on the results of the background investigation and criminal history check, applicants may then be provided with an offer of employment conditioned on the results of a medical examination, which includes drug / alcohol testing.
• Shasta County participates in E-Verify. For more information visit https : / / www.e-verify.gov / sites / default / files / everify / posters / IER RighttoWorkPoster.

pdf (Download PDF reader). If you do not have internet access, contact Personnel at (530) 225-5515 to request a flyer.

• In accordance with Government Code Section 3100, County employees, in the event of a disaster are considered disaster workers and may be asked to respond accordingly.
• Positions in this classification are covered by a collective bargaining agreement between the County and the United Public Employees of California General Unit.
• Employees in this classification are covered under the CalPERS retirement program. Depending on the provisions of the California Public Employees’ Pension Reform Act (PEPRA) and other applicable laws, an employee in this classification will be covered under one of the following CalPERS retirement formulas : (1) 2% at 55, (2) 2% at 60, or (3) 2% at 62.

An employee in this classification will also contribute up to 9.5% his / her pay to this plan or will contribute such other amount to the plan as authorized by PEPRA and other applicable laws.

Please visit our employees benefit page at https : / / www.shastacounty.gov / personnel / page / employee-benefitsfor additional information regarding benefits and CalPERS coverage information.

The provisions in this flyer and on the County website are for information purposes only. To the extent the provisions of the flyer or the County website are inconsistent with PEPRA and other applicable laws, PEPRA and other applicable laws shall govern.

APPLICATION AND SELECTION PROCEDURES

Shasta County Personnel will accept applications and responses to the supplemental questions until 12 : 00 p.m., on November 07, 2024.

A Resume and / or Cover Letter will be accepted in addition to the application form but will not serve as a substitute for a completed application.

It is not acceptable to complete the application with statements such as, Refer to Resume and / or Cover Letter, or See Attached Resume and / or Cover Letter the employment application must be completed in its entirety prior to submission.

Incomplete applications will not be processed. Closing date postmarks or faxes will NOT be accepted. This recruitment will establish a list that may or may not be used by other departments.

Prior applicants must reapply to be considered.

Applicants will be screened and those considered best qualified will be invited to appear for an oral and / or written examination.

Meeting the announced requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and / or practical exam(s), oral interview, or any combination thereof.

Veterans' Credit : Veterans (as defined by California Government Code section 18973) who have been discharged from military service under conditions other than dishonorable and who receive a passing score on all components of the employment examinations (up to and including oral examinations) shall receive credit for an additional five points to be added to their final examination score.

To be considered for this credit, a veteran MUST provide a copy of his or her discharge document (DD-214 or equivalent) and information as to the type of discharge (honorable, dishonorable, etc.

WITH THE EMPLOYMENT APPLICATION ON OR BEFORE THE FINAL FILING DATE.

Applicants are encouraged to apply on-line at www.ShastaCountyCareers.com or submit an application to the Shasta County Personnel Office.

Arrangements may be made to accommodate applicants with disabilities. Requests for accommodations may be made to the Shasta County Personnel Office by the filing deadline posted on this bulletin.

Shasta County does not discriminate on the basis of disability. If you feel you are being denied service based on a disability, our ADA Coordinator may be reached at (530) 225-5515;

relay service (800) 735-2922; fax (530) 225-5345.

Shasta County will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you.

After making a conditional offer and running a background check, if Shasta County is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report.

Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov / fair-chance-act.

SHASTA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER