JOB
The Services Support Assistant I and II operates a variety of department automated systems, equipment, or specialized software programs (such as MEDS, C-IV, CWS/CMS, CMIPS, etc.; performs data management responsibilities for program support functions; performs a variety of specialized clerical duties in support of professional and technical casework staff; and performs related work as required.Working under general supervision, the Services Support Assistant II classification is the journey level in the Services Support Assistant series. Employees at this level are expected to be fully qualified and able to operate a variety of data operating systems and programs used by the department in order to perform day-to-day assignments with a sustained high level of speed and accuracy. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Services Support Assistants I, or if filled from the outside, require prior related experience.The Services Support Assistant I/II classification differs from Office Assistant I/II classification in that the primary function of the former is to perform administrative program support and data management for a Department's automated systems, requiring a sustained high level of speed and accuracy. The primary function of an Office Assistant I/II is office support, including a variety of clerical activities related to filing, reception, form processing, record maintenance, and mail as well as some data entry.SUPERVISION EXERCISED AND RECEIVEDIncumbents in the Services Support Assistant I/II classification typically receive supervision from an Office Assistant Supervisor, or other higher-level supervisor or manager.
EXAMPLE OF DUTIES
Duties may include, but are not limited to, the following: Performs data entry transactions for case management, aid authorization, imaging, and/or statistical data maintenanceOperates a variety of operating systems, software, or related equipment for which routines and procedures are well defined and there is limited requirement for interpretation and adaptation of instructions to support a department's programs, services, and administrative functionsMaintains files and generates routine reports and documents using system resourcesReviews and reconciles system information (MEDS, C-IV, CWS/CMS, CMIPS, or other automated systems); assesses and updates records; may take other corrective action as authorizedResearches procedures, regulations, and/or technical materials as necessaryUses manuals, utilization guides, and All County Letters (ACL); System Change Requests (SCR), etc. to review upcoming changes to regulations, programs and systems to keep knowledge currentTroubleshoots problems with individual records, cases or participants by applying rules and regulations; provides information to and interacts with case workers to correct issues or coordinates with the help desk to solve problemsCoordinates with department supervisors and management in producing and maintaining files, information systems, and composing and creating reportsGathers data, conducts surveys, prepares reports, and develops training materials for system users. Creates spreadsheets, report formats, forms, and record maintenance systemsResponds to a variety of public, staff, and management inquiries, providing the requisite information, or referring the requests to supervisory and staff as appropriateAttends meetings and represents the department at meetings with other departments and agencies for information sharing, system improvements and implementation of changesAssists in special projects designated by the department managementPerforms related duties as assignedEMPLOYMENT STANDARDS Note: The level and scope of the knowledge and skills listed below are related to job duties as distinguished between the two levels in the Definition section.Knowledge of: Personal computer operating systems, software applications (MS Office, etc.) and related equipmentStatewide operating systems (C-IV, MEDS, CWS/CMS, CIMPS, etc.)Department programs, functions and objectivesLegislation, rules, regulations, policies and procedures related to multiple public assistance programs and related case administration techniquesWork methods and techniques used by program staffMethods and techniques used in researching, proofing, evaluating, gathering, organizing, and arranging dataReport writing and proper format and styleEffective methods of training and presentations skillsRecord keeping and time-management practices and proceduresModern office practices and proceduresCorrect English usage, spelling, grammar, and punctuationBasic arithmeticAbility to: Understand and carry out oral and written instructionsExercise sound and independent judgment in determining and selecting appropriate processes, alternatives, forms and desired actions within established work practices, procedures and commonly used regulationsLearn and perform assigned tasks and routinesLearn and develop skills with computer software programs or automated systemsEvaluate and interpret information using an automated system and troubleshoot identified problemsPrepare a variety of reports, correspondence, documents, statistical data, graphs, and charts using a computer and software packagesProvide training and assistance for others in using assigned systems or softwareRead and understand detailed and complicated instructionsUnderstand, interpret and apply rules and regulations; determine the impact of regulations on local operations and systemsOrganize work and budget time efficientlyWork productively under time pressure and with interruptionsExercise tact when dealing with othersEstablish and maintain cooperative working relationships with those contacted in the course of work
SUPPLEMENTAL INFORMATION
TRAINING & EXPERIENCE EXAMINATION – WEIGHTED 100% The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate’s knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination. Examination administration and processing time is approximately two weeks after the closing date of the job bulletin. ELIGIBLE LIST INFORMATION A departmental open eligible list will be established for the county of Lassen. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period. RETEST PERIOD Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date. SPECIAL TESTING ARRANGEMENTS Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at mssprogram@calhr.ca.gov or 916-323-2360 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination. APPLICATION DOCUMENTS If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers. GENERAL INFORMATION MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all competitors will be notified. If you meet the requirements stated on this bulletin, you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list. General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process, a background investigation may be required. EQUAL EMPLOYMENT OPPORTUNITY The Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sex A valid driver's license may be required at the time of appointment and employees may also be required to drive their own car, provide proof of car insurance, and a DMV clearance. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis. Position may require pre-employment drug testing, physical and fingerprinting for a background investigation. Government agencies accessing US government information, which include federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent to the IRS background investigation requirements for access to federal tax information. A background check may be required if the position requires access to these types of records. Background requirements consist of three components which include, fingerprinting, citizenship verification and local law enforcement checks. Applicable agencies must conduct investigation during time of hire and ensure a reinvestigation is conducted 10 years from the date of the previous background investigation for each employee that has access to federal tax information. SPECIAL TESTING ARRANGEMENTS Special testing arrangements may be made to accommodate applicants for disability, military, or for religious reasons. If you require such arrangements, please contact MSS Program at MSSProgram@calhr.ca.gov or 916-323-0299 a minimum of five business days prior to the scheduled examination date. Documentation may be required. ABOUT LASSEN COUNTY Lassen County is abundantly rich in natural beauty and has a terrain that affords residents year-round recreational activities. The County has excellent air quality, and its rural communities are ideal for raising families with a favorable cost of living, and low rate of crime and traffic. Lassen County is an outdoor paradise, where the beautiful Sierra Nevada and Cascade mountains meet the desert of the Great Basin. Because of the unique terrain, there's something here for everyone. Elevations range from the high desert to alpine levels, and the outdoor activities are among the best in the state – from golf to horseback riding, mountain biking, running and hiking on the extensive trails.