What are the responsibilities and job description for the Office Assistant I - Child Welfare Services position at County of Humboldt?
Under general supervision, performs a variety of general or specialized clerical duties related to filing, reception, form processing, record maintenance, mail, typing or data entry; obtains and compares information related to department records, programs and services; may perform initial applicant/customer screening; performs related work as required.
DISTINGUISHING CHARACTERISTICS
Office Assistant I is the entry level class in the Office Assistant series. Initially under close supervision, incumbents learn office and County procedures and are given detailed instructions in the performance of routine clerical duties related to filing, reception, form processing, record maintenance, mail, and typing or data entry, and performs tasks that are more structured and repetitive than those assigned to higher level Office Assistant II. As experience is gained and skills and knowledge are developed, there becomes a greater independence of action within established guidelines. This class is alternately staffed with Office Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.
Office Assistant II is the journey level class of this series, fully competent to independently perform a variety of responsible office support duties. Employees at this level are expected to perform difficult and responsible office support work within the framework of established work methods and procedures and to use independent judgment in selecting and applying specific references, procedures, sequences, and alternatives to different work situations, referring non-procedural questions to the appropriate supervisor. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level Office Assistant I. Office Assistant II is distinguished from Senior Office Assistant in that the latter may be assigned lead worker responsibilities, work with a higher degree of independence and perform the more complex office support work.
- Acts as receptionist and receives and screens visitors and customers; uses multiline system to answer telephone calls and obtains information to determine appropriate resource, action, document, or staff referral to meet customer needs.
- Addresses complaints and explains regulations to customers or the public.
- Responds to inquiries regarding departmental functions, services, policies, and procedures.
- Explains the proper use of forms and documents.
- Prepares items for mailing and sorts and distributes incoming mail according to established guidelines and procedures.
- Schedules customer appointments and maintains schedules for technical or professional staff.
- Composes and types correspondence, reports, memos, and other documents.
- Reviews and processes forms and documents in accordance with established guidelines and procedures.
- Monitors and updates manual or electronic files.
- Operates a variety of standard office equipment.
- 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.
- Maintains accurate department and customer records.
- May perform initial screening of applications for departmental services.
- Performs related duties as assigned.
Knowledge of:
- General office functions, procedures, equipment, and filing systems.
- General goals and purposes of department programs, services, and operations.
- English grammar, spelling, and punctuation.
- Word processing, spreadsheet, database, email, and calendaring automated systems.
Skill in:
- Explaining policies, procedures, and regulations governing program operations.
- Analyzing situations involving rules and regulations and demonstrating good judgment when making decisions.
- Quickly and accurately entering and retrieving data using an automated system.
- Communicating effectively both orally and in writing.
- Interacting with individuals from various educations, socioeconomic, and ethnic backgrounds.
- Working cooperatively as part of a team.
- Identifying and correcting inaccurate or inconsistent information.
- Listening attentively and understanding oral information provided.
- Prioritizing, planning, and organizing one's own work.
Other Requirements:
Specified positions may require possession of a valid California driver's license for the class of vehicle required to carry out job-related duties. Some positions may require the ability to type at a net corrected speed of 45 words per minute. Specified positions may require evening, weekend or other off-shift work.
Desirable Education and Experience:
A typical way to obtain the knowledge and skill outlined above is:
Office Assistant I: Six months of office support work or other training and experience related to filing, reception, processing mail, typing, data entry, answering telephones, assisting the public, or other clerical duties which demonstrate possession of the basic knowledge and skills outlined above.
Office Assistant II: In addition to the above, one year of general clerical or office assistance experience at a level equivalent to the County's class of Office Assistant I.
ADDITIONAL INFORMATION
HOW TO APPLY
A complete, original application must be filed for each position you are interested in applying for. A complete, original application must be filed for each position you are interested in applying for. Although this is a County of Humboldt job position, and you may access the job flyer at http://www.humboldtgov.org/hr, the application must be submitted through the Merit System Services website at www.mss.ca.gov no later than the final filing date listed on the job flyer. The link for the Merit System Services website is located at the top of the job flyer. All applications are screened by subject matter experts. The most qualified candidates may then be invited for further testing.
Applications must be submitted no later than the final filing date and time listed on the job flyer.
It is important that your application shows all the relevant education and experience you possess.
Please read the job requirements section of the announcement. Be sure you meet these requirements since they will be carefully evaluated during the selection process. Your performance in this examination will be compared with the performance of others who take the test. All candidates who pass will be ranked according to their scores. The examination results will be emailed to you as quickly as possible. Scores will be provided in writing only.To fill a vacancy, Merit Systems Services furnishes the employing department with the most qualified candidate names for the position.
Your performance in any employment examinations will be compared with the performance of others who take the tests. The examination results will be emailed to you as quickly as possible.
SELECTION PROCEDURE
The County utilizes a set of rules to ensure that our hiring processes are fair and equitable. Applications will be screened and those considered qualified will be invited to appear for an oral and/or written examination. Meeting the 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.
FREQUENTLY ASKED QUESTIONS
How long does it take to fill out the application?
- You should allow 30 – 45 minutes to fill out your application.
Can I change my application after submitting it?
- No. Once an application has been submitted, it is final. Applicants may submit a new application with updated information during the filing period if they wish. Only the most recent application submitted will be considered. All other applications will not be considered.
How long until I hear back from you and how can I check for updates on my application?
- You may receive communications regarding your application at different stages of the selection process. Important updates will be sent to the email address listed in your governmentjobs.com account at the time of notification. To ensure you don't miss any critical information, we recommend keeping your email address current and regularly checking both your inbox and junk mail folders throughout the process. You can also log into your governmentjobs.com account at any time to check your application status. If you have any questions about your application's progress, please contact the County of Humboldt Human Resources Personnel Division at 707-476-2349 or personnel@co.humboldt.ca.us.
Will I be informed if I am not selected for an interview / Oral Exam?
- Yes, you will be informed via email if you are not selected for an interview / Oral Exam.
OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION
Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The County Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.
If you’re excited about this role but your past work experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply.
REASONABLE ACCOMMODATIONS
The County of Humboldt is committed to providing equal access and opportunities in its programs, activities, and employment, and does not discriminate on the basis of mental or physical disabilities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. If invited to an examination and you are in need of a reasonable accommodation, please contact Human Resources immediately at (707) 476-2349 so arrangements can be made.
EQUAL OPPORTUNITY EMPLOYER
The county is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.
MEDICAL EXAMINATION
A pre-employment medical examination provided by the County may be required upon offer of employment.
EXAMINATION INFORMATION
WRITTEN EXAMINATION – WEIGHTED 100%
- Written Communication / Grammar
- Filing and Sorting
- Data Accuracy
OTHER EXAMINATIONS
Some positions also require psychological evaluation and/or extensive background investigation.
LICENSES
Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver’s license.
PROBATIONARY PERIOD
Persons appointed to regular County positions serve a probationary period. This is normally six (6) months but could be up to one (1) year. All designated safety employees serve a one-year probationary period.
EMPLOYMENT ELIGIBILITY
It is the County’s intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.
DISASTER SERVICE WORKERS
All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.
Salary : $17 - $21
