What are the responsibilities and job description for the Services Support Assistant III position at CalHR?
The Services Support Assistant III level within the Services Support Assistant classification series is the fully experienced, advanced journey level. Incumbents assigned to this class perform duties that require detailed, specialized, and technical knowledge in the use of state and county operating systems and/or programs; perform complex administrative support work for a Department's programs and functions.
The Services Support Assistant III classification differs from the next lower class of Services Support Assistants II in that employees within the Services Support Assistant III classification perform more complex work and may provide direction to other clerical support staff. The Services Support Assistant III classification differs from the Office Assistant III classification in that the primary function of the former is to perform complex administrative support and data management for a Department's automated systems, requiring a sustained high level of speed and accuracy. The primary function of the Office Assistant III classification is office support including a variety of lead clerical activities related to filing, reception, form processing, record maintenance, mail, and data entry.
SUPERVISION EXERCISED AND RECEIVED
Incumbents in the Services Support Assistant III classification receive supervision from an Office Assistant Supervisor or other higher-level supervisor or manager. A Services Support Assistant III may provide lead direction to lower level staff.
- Performs data entry transactions for case management, aid authorization, imaging and/or statistical data maintenance
- Operates a variety of operating systems, software, or related equipment to support a department's programs, services, and administrative functions
- As lead-worker, 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
- Maintains files, writes or revises procedures and may generate reports and documents using system resources
- Reviews and reconciles system information (MEDS, C-IV, CWS/CMS, CMIPS, or other automated system); assesses and updates records; or takes corrective action or may direct others to take corrective action as appropriate
- Researches procedures, regulations, and/or technical materials as necessary
- Uses 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 current
- Identifies the impacts of changes to automated systems and provides recommendations regarding changes; prepares information to inform users of changes or additions
- Troubleshoots problems with individual records, cases or participants by applying rules and regulations; provides information and interacts with case workers to correct issues or coordinates with the help desk to solve problems
- Coordinates with department supervisors and management in producing and maintaining files, information systems, and composing and creating reports
- Performs a variety of complex administrative, office support and para-professional functions
- Gathers data, conducts surveys, and prepares reports and develops training materials for system users; creates complex spreadsheets, report formats, forms, and record maintenance systems; may also prepare graphics for presentations and studies
- Responds to a variety of public, staff, and management inquiries, providing the requisite information, or referring the requests to supervisory and staff as appropriate
- Attends meetings and represents the department at meetings with other departments and agencies for information sharing, system improvements and implementation of changes
- Assists in special projects designated by the department management
- Performs related duties as assigned
Knowledge of:
- Personal computer operating systems, software, (MS Office, etc.) and related equipment
- Statewide automated systems (C-IV, MEDS, CWS/CMS, CMIPS, etc.,)
- Department programs, functions and objectives
- Legislation, rules, regulations, policies and procedures related to multiple public assistance programs and related case administration techniques
- Work methods and techniques used by program staff
- Methods and techniques used in researching, proofing, evaluating, gathering, organizing, and arranging data
- Report writing and proper format and style
- Effective methods of training and presentations skills
- Record keeping and time-management practices and procedures
- Modern office practices and procedures
- Correct English usage, spelling, grammar, and punctuation
- Basic arithmetic
- Understand and carry out oral and written instructions
- Exercise sound and independent judgment in determining and selecting appropriate processes, alternatives, forms and desired actions within established work practices, procedures and commonly used regulations
- Learn and perform assigned tasks and routines
- Learn and develop skills with the more advanced and complex capabilities of computer software programs or automated systems
- Evaluate and interpret information using an automated system and troubleshoot identified problems
- Prepare a variety of reports, correspondence, documents, statistical data, graphs, and charts using a computer and software packages
- Provide training and assistance for others in using assigned systems or software
- Read and understand detailed and complicated instructions
- Understand, interpret and apply rules and regulations; determine the impact of regulations on local operations and systems
- Organize work schedules and budget time efficiently
- Work productively under time pressure and with interruptions
- Exercise tact when dealing with others
- Establish and maintain cooperative working relationships with those contacted in the course of work
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. 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 916-909-3701 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 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.
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.
Salary : $22 - $28
