Office Assistant III

• Provides interpretation and guidance to new employees, lower level clerical staff, and coworkers on new or revised policies and procedures.
• Coordinates, distributes, and reprioritizes work tasks to adjust to changing demands.
• Monitors the quality and timeliness of work.
• Assists others with complex or non-routine matters.
• Provides supervisor with feedback on employees and process improvements.
• Addresses complaints and explains regulations to customers or the public.
• Responds to inquiries regarding departmental functions, services, policies, and procedures.
• Obtains information from customers, visitors, or callers to determine appropriate resource, action, document, or staff referral to meet their needs.
• Explains the proper use of forms and documents.
• Operates a variety of standard office equipment.
• Composes correspondence, reports, memos, and other documents.
• Reviews and processes forms/documents in accordance with established guidelines and procedures.
• Monitors and updates manual or electronic files.
• Compiles information to respond to questions or address issues.
• Reviews submitted forms or applications to verify accuracy and completeness.
• Operates automated systems or other department-specific computer systems.
• Performs related duties as assigned.

• General office functions, procedures, equipment, and filing systems.
• General goals and purposes of department programs, services, and operations.
• English grammar, spelling, and punctuation.
• Standard formats and vocabulary used in business correspondence.
• Basic supervisory and training and development principles and practices.
• State, County, or Department computer systems.
• Word processing, spreadsheet, database, email, calendaring programs, and automated systems.

• Explain policies, procedures, and regulations governing program operations.
• Analyze situations involving complex rules and regulations and demonstrate good judgment when resolving differences.
• Provide effective verbal and written instruction to others.
• Prioritize, plan, and organize one's own work.
• Conduct interviews and record information simultaneously.
• Quickly and accurately enter and retrieve data using an automated data system.
• Identify and correct inaccurate or inconsistent information.
• Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
• Provide direction to and train subordinate staff.
• Work cooperatively as part of a team.
• Listen attentively and understand oral information provided.
• Maintain flexibility in daily activities and decision making.

Two (2) years of full-time experience performing clerical duties in an office environment, including one (1) year at the journey level.

EXAMINATION 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 Imperial. 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 916-909-3701 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.
 
EDUCATION 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
This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment.

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 sexual orientation.

ADDITIONAL INFORMATION 

• A valid driver's license is required at the time of appointment. Employees may also be required to drive their own car and provide proof of car insurance. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.  
• This position may require pre-employment drug testing, a physical examination, 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. 
• Employees in this position will be required to drive in and out of the county to conduct business. 
• Employees may be required to work with clients of various age groups and clients with mental health issues, physical health issues, substance use issues, victims of abuse and/or domestic violence, at risk of abuse, and financial instability.
• Employees may encounter hostile and emotionally troubled clients, including children and parents under the influence of controlled substances and alcohol.
• This position may be stationed at one of the various Imperial County Dept. of Social Services office, located in Calexico, El Centro, and Brawley. At times, the position may be required to work out of the various Family Resources Centers located at the following sites: Holtville, Niland, Salton City, Winterhaven, Calipatria, Palo Verde, Ocotillo, and Seeley. 
• The ability to speak, read, and write Spanish in addition to English would be an asset in this position. Applicants for English/Spanish bilingual designated positions must take and pass the bilingual proficiency examination administered by the California Department of Human Resources, Merit System Services.  
• Employees in this position must be able to provide- support and directions to staff after hours.

• Please note: Effective February 11, 2020, Extra-Help employees are eligible to apply for this position. Please refer to the Extra-Help Pilot Program available  online through the Human Resources website https://hr.imperialcounty.org/ for eligibility criteria. Extra-Help employees certified by Human Resources will be eligible to apply for inter/intra departmental recruitments. To become certified, the extra-help employee must meet one of the following criteria: (1) have worked for the County for one (1) consecutive year at the time the recruitment is officially opened; or (2) have been hired for formal recruitment.

• All Imperial County employees are considered Disaster Service Workers and might be required to take the associated FEMA training.

Salary : $2,912 - $3,376