Staff Services Specialist - Employee Services

This is a County of Humboldt job position; however, the job application is submitted through Merit System Services.  To apply for this position, click on this link: https://www.governmentjobs.com/careers/mss/jobs/4792331/staff-services-specialist-employee-services

Under general supervision, a Staff Services Specialist performs a variety of technical administrative duties in support of facilities management, budget, administrative functions, or department projects, or programs that require a thorough knowledge of the terminology, procedures, and practices for the assigned functional area. Areas of responsibility include, but are not limited to: researching, compiling, and reviewing data and information; processing financial and administrative records; creating and maintaining reports, records, spreadsheets, and files; coordinating technical administrative support services activities involving facility/fleet maintenance, office moves/setups (including telecommunications and information technology changes), program evaluation for funded programs; and participating in special projects, studies, and presentations.

The work performed emphasizes decisions, processes, and procedures that require incumbents to use substantial independent judgment within established laws, regulations, policies, and/or guidelines. Incumbents must apply a thorough knowledge of applicable laws, regulations, policies, and procedures in order to make both routine and non-routine decisions. When encountering a new or unfamiliar problem, incumbents are expected to evaluate the problem based on their knowledge and experience, and determine the appropriate course of action within their range of authority. However, these types of decisions and actions do not require complex analytical skills or methods, nor do they typically have significant strategic or policy impact. Instead, incumbents primarily support day-to-day departmental and/or program operations; and the scope, scale, and complexity of their work is limited.

Assignments may focus on one or more of the areas identified below, or may serve as a generalist, performing a wide variety of duties involving multiple administrative functions.

Assignments may include the supervision of subordinate clerical and/or support staff; however, supervision is not a critical allocation factor  but rather an ancillary responsibility.Duties may include, but are not limited to the following:

• Reviews reports, logs, and other documents; obtains and compiles fiscal, statistical, and administrative data and information from multiple sources; tracks and maintains data and prepares summaries and reports for management; notes trends and areas of concern; provides comments and/or recommendations regarding policy, procedure, staffing, program, or organizational changes 
• Initiates and submits required documentation to purchase equipment, supplies, and other items within an established budget 
• Participates in departmental meetings; participates on committees and task forces to share information with other agencies or departments; contributes information and suggestions regarding how to improve the efficiency and effectiveness of assigned responsibilities
• Reviews, verifies, and processes documents related to department activities including budgets, contracts, grants, claims, legislation, purchasing, and other specialized documents based on area of assignment
• Participates in conducting surveys and studies; performs research to track administrative, fiscal, personnel, and operational performance
• Maintains routine and complex administrative, accounting, personnel, payroll, and/or fiscal records
• Answers questions and provides information to the public, contractors, and vendors; assists in the investigation of complaints and recommends corrective action as necessary to resolve complaints
• Prepares presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases, and spreadsheets
• Tracks progress of projects, payments, expenditures, and reimbursements
• Assists in the administration and coordination of special events, training, programs, or projects; assists in coordinating municipal activities among County departments and/or other organizations
• Interprets general or program specific policies, procedures, rules, regulations, contracts, and/or labor agreements
• Provides liaison and staff support to committees, commissions, and department management
• May supervise the work of subordinate clerical or para-professional support staff, with responsibility for assigning, reviewing and evaluating their work, and initiating appropriate corrective action when needed
• Distributes assignments to co-workers, subordinates, contractors, and others; functions as a program or project coordinator with delegated authority to direct the work of staff in a non-supervisory capacity
• Prepares and distributes written procedures and other informational materials pertaining to area of assignment; may provide training to groups and individuals regarding procedures and information
• Performs or coordinates technical administrative activities and projects

For Support Services Option (in addition to the general duties):

• Coordinates technical administrative activities involving facility/fleet maintenance, office moves/setups (including telecommunications and information technology changes), safety and incident reporting, and storekeeping/records management
• Receives and prioritizes information on safety and maintenance issues from various sources such as incident reports, hazard reports, service complaints, and/or maintenance requests
• Coordinates services and repairs with maintenance staff and/or vendors; conducts inspections, investigations, or interviews as needed to identify problems
• Locates and obtains required resources to resolve problems and ensures that proposed solutions comply with established laws, regulations, polices, procedures, and guidelines
• Responds to facility-related emergencies 
• Obtains and evaluates cost estimates/bids from vendors and makes recommendations to management
• Drafts and/or designs proposed space configurations (e.g., electrical outlet and network drop placements, furniture placement and configuration, equipment placement)
• Plans and facilitates the relocation of individual personnel and/or department locations; coordinates needed assistance for staff or office moves, including information technology, communications, and professional movers
• Creates, maintains, and monitors facility related agreements and contracts with outside vendors and contractors; monitors vendor/contractor/landlord performance, ensuring discrepancies or problems are resolved and work is done in accordance with contractual requirements 
• Acts as the departmental or agency-wide safety representative/coordinator; issues safety tips to staff, reviews and prepares safety policies, provides training to site safety coordinators, and ensures that safety-related reports and documentation are correct and timely

For Program Services Option (in addition to the general duties):

• Researches and develops public information and educational materials; participates in community outreach efforts to publicize department programs
• Develops and compiles training materials; trains extra-help staff and volunteers
• Collects, compiles, and tracks data, including caseload data, and provides data summaries, reports, and/or recommendations for program improvement

Knowledge of:

• Technical principles and methods of investigating and resolving administrative problems
• Fundamental governmental functions and organizations
• Principles of effective customer service
• Fundamental arithmetic principles and methods including addition, subtraction, multiplication, division, percentages, and fractions
• Principles of effective business communication, including the development of correspondence, reports, and presentations
• Basic principles and practices of fiscal, statistical, and administrative research
• Principles and practices of effective record keeping
• Computer equipment and general office software, including word processing, spreadsheet, electronic mail, and database
• English usage, including correct grammar, spelling, and punctuation
• Fundamental statistical methods
• Basic techniques of project management

For Program Services Option (in addition to the general KSAs):

• Laws, regulations, and terminology related to program(s) in area of assignment.
• Community outreach and public relations practices and techniques
• Programs available to client population served by the department

Ability to:

• Make administrative decisions and take actions based on the interpretation of laws and regulations as well as operating policies and procedures
• Prioritize assignments based on broad criteria
• Gather, tabulate, validate, summarize, and present data in a meaningful way
• Prepare reports and cost projections using readily available information
• Read, understand, interpret, and explain complex policies, regulations, legislation, and operating procedures
• Operate a personal computer utilizing spreadsheet, word processing, and database software at an intermediate to advanced level
• Collect, compile, analyze, and present a variety of data in a meaningful way
• Compose professional quality correspondence and letters; write technically detailed reports
• Coordinate the efforts of multiple individuals to achieve a work objective
• Reason logically and methodically
• Recommend and implement procedural changes/improvements
• Communicate effectively orally and express ideas clearly
• Communicate effectively, in writing, using proper English, including grammar, punctuation, and spelling
• Establish and maintain effective working relationships; act as an effective team player
• Effectively listen to others, identify, and resolve central problems or issues
• Work independently and accept responsibility for actions
• Provide training and guidance to co-workers, subordinates, and other department staff
• Supervise clerical and/or support employees, if required by the position
• Learn and understand the organization and operations of the assigned area and/or outside agencies
• Establish priorities, organize work, and meet deadlines

For Support Services Option (in addition to the general KSAs):

• Identify and resolve complex facility issues such as building repairs/improvements, plumbing, temperature control, pests, and safety
• Recognize issues that pose a threat to the safety of individuals or the security of facilities

For Program Support Services Option (in addition to general KSAs)

• Make presentations and promote programs
• Develop and present training materials

MINIMUM QUALIFICATIONS (Education and/or Experience)

Two (2) years of full-time experience performing journey-level clerical, secretarial, or administrative support work. 
AND
Equivalent of two years (60 semester or 90 quarter units) of coursework in business administration, public administration, personnel, statistics, economics, accounting, or a closely related field from an accredited college or university.

Depending on the assignment, experience involving support services, personnel services, program services, or another specific type of administrative service area may be desirable.

Substitution: Additional experience performing routine or complex clerical duties may be substituted for the required education on a year-for-year basis.

DRIVER LICENSE REQUIREMENT
Some positions in these classifications may require possession of a valid California driver license. Employees who drive on county business to carry out job-related duties must possess a valid California driver 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.

CalPERS Retirement 

• Tier I: Prior to 7/5/2012: 2.7 @ 55
• Tier II: Post 7/6/2012: 2.0 @ 55
• Tier III: Post 1/1/2013: 2.0 @ 62

 Selection Procedure

The County’s Human Resources system operates by a set of rules and procedures which ensure that employees are hired and promoted on the basis of merit and fitness for the job. Jobs are filled through competitive examinations.A complete online application is required for this position. All application materials will be reviewed by a panel of subject matter experts. Those candidates considered to be the most qualified, based on the application materials submitted, will be invited to a written and/or oral examination, or an evaluation of education and experience.

Policy of Nondiscrimination

The County of Humboldt does not discriminate on the basis of mental or physical disability in the admission or access to, treatment or employment in, its programs or activities. Human Resources is wheelchair-accessible by entering the Courthouse from the ramp located on the east side of the building next to the marked handicapped parking. Special testing arrangements may be made to accommodate disabilities or religious convictions. Contact Human Resources at (707) 476-2349 well in advance of the examination for assistance.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. Reasonable accommodation may be made in the testing procedure as well as the work site. If you need accommodation for an exam due to a disability, please contact the Human Resources office as soon as possible.

How to Apply

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. It is important that your application show all the relevant experience and education 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.

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. 

If conditions warrant, an Experience and Education examination may be conducted in lieu of the Training and Experience examination.  Please review the Experience and Education examination information below:  

EDUCATION & EXPERIENCE EXAMINATION – WEIGHTED 100% 

The Education & Experience examination is based solely upon information provided from the application and supplemental information (e.g., resumes, transcripts). Information provided from the application and supplemental information will be assessed compared to a standard developed in relation to the elements of the. Special care should be taken to submitting a complete description of your education and experience relevant to the typical tasks, scope, and minimum qualifications stated on this bulletin. Supplemental information will be accepted, but competitors should read this bulletin carefully to determine what kind of information will be useful to those individuals completing the evaluation. 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 Humboldt. 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.  

MEDICAL EXAMINATION: A pre-employment medical examination provided by the County may be required upon offer of employment.

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 months, but may be up to one 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.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. Reasonable accommodation may be made in the testing procedure as well as the work site. If you need accommodation for an exam due to a disability, please contact the Human Resources office as soon as possible.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 : $24 - $30