Program Assistant I

Under immediate to general supervision, provides technical and advanced clerical work, maintains accurate records and data, assists in the coordination of various tasks related to the program; contributes to program goals; and performs related duties as assigned.
 
SUPERVISION RECEIVED AND EXERCISED 
Receives immediate supervision from assigned supervisory or management personnel. Exercises no direct supervision of staff.
 
CLASS CHARACTERISTICS 
This is the entry-level classification in the Program Assistant series. Initially under close supervision, incumbents learn and perform routine clerical work. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the Program Assistant II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.
 
Positions in the Program Assistant class series are flexibly staffed and positions at the II-level are normally filled by advancement from the next lower level, after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class.EXAMPLES OF TYPICAL JOB FUNCTIONS

The job functions listed below are not inclusive or exclusive and are intended only as illustrations or examples of the various types of work that may be performed. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.
Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I Level) positions.
 

• Performs a wide variety of specialized technical and clerical tasks essential to the effective and efficient delivery of services for the assigned program(s) requiring in-depth knowledge of the program area(s) of assignment. 
• Maintains and manages reception, helpdesk, counter, window; greets visitors and residents at County facilities; provides direct services and information to internal and external customers pertaining to the programmatic area(s) of responsibility; answers questions; takes and conveys messages; and refers issues to the appropriate staff or department.
• Utilizes specialized technology and systems in the maintenance of program data, statistics, and information; effectively queries systems to produce periodic, ad-hoc, and other reports; assists management and professional staff with development of reports, records, transcripts, and other documents required by state, federal, or other regulatory agencies to ensure program compliance with regulations. 
• Coordinates and arranges meetings, workshops, and classes, ensuring necessary materials and facilities are prepared.
• Maintains calendars, schedules meetings, and makes arrangements for County staff meetings or interactions with external groups.
• Collects, opens, date stamps, sorts, identifies, and distributes incoming mail and legal documents to appropriate staff; scans and uploads documents to case files; processes documents for routing and mailing.  
• Composes, types, and processes a variety of documents, such as general correspondence, memos, legal documents, reports, manuals, and various forms; proofreads, edits, and corrects prepared materials, ensuring accuracy, completeness, compliance with department policies, and correct grammar, punctuation, and spelling.  
• Answers incoming telephone calls and e-mails; replies to voicemail and email messages. 
• Organizes and maintains reports and systems data, ensuring accurate and up-to-date records.
• Collects, compiles, and analyzes information from various sources related to the assigned program.
• Maintains office record-keeping systems, entering and updating information within activity and appropriate files.
• Prepares, copies, distributes documents, and ensures proper filing in departmental or central files.
• Responds to inquiries from the public, County staff, and other organizations, providing accurate information and assistance.
• Research, gathers data, and prepares reports, presentations, and informational materials.
• Assists citizens in completing applications or forms, explaining regulations, policies, and procedures.
• Creates, organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; maintains and/or establishes filing systems and databases; audits case files for compliance with federal, state, and local laws and records retention schedules.  
• Interprets County, State, and Federal regulations relevant to assigned system functions.
• Performs related duties as assigned.

Knowledge of:
 

• Clerical practices and procedures.
• General office business and administrative practices.
• Principles and practices of data collection and report generation and record keeping.
• Basic principles of scanning, filing, maintaining, archiving, and retrieving records.
• Basic principles and techniques of effective interviewing and information gathering.  
• County and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. 
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to the work performed.

Ability to:
 

• Perform a diverse range of office and administrative tasks in support of assigned programs. 
• Prepare and type a variety of documents and forms using correct punctuation and grammar.
• Learn, understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to the work performed.
• Demonstrate responsibility when handling sensitive matters or confidential documents.
• Receive, open, review, sort, date stamp, and distribute mail.
• Accurately follow written and verbal instructions.
• Maintain accurate records and files. 
• Type accurately at speeds necessary for successful job performance.
• Make accurate arithmetic calculations.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to the work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

 
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:
 
Equivalent to completion of the twelfth (12th) grade.
Two (2) years of responsible clerical support work.

Licenses and Certifications:
 

• Some positions may require possession of, or ability to obtain by the time of appointment, an appropriate California driver’s license.

 
PHYSICAL DEMANDS 
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various County and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  Standing in and walking between work areas is frequently required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 lbs.
 
ENVIRONMENTAL CONDITIONS 
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The application review process will include screening to ensure applications are complete and meet all minimum qualifications.   In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training and experience relative to the required knowledge and abilities for the position. Applicants must submit answers that are as complete as possible.

Only the most qualified applicants, who pass the minimum qualifications review, will be invited to the examination process which may be administered by a written examination, oral interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application. 

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for the assessment listed below. Passing score is 70% out of 100%.   

THE WRITTEN EXAM (100%) IS TENTATIVELY SCHEDULED FOR THURSDAY, March 27, 2025

To move forward in the application process, you must complete an online application through our websitehttps://www.governmentjobs.com/careers/maderacountyca. All job postings are also included via the TDD phone at 559-675-8970 and the 24-hour job line at 559-675-7697. Please attach a copy of your unofficial transcripts (indicating when degree was awarded) to your application or your application may be considered incomplete.  Resumes may be uploaded but cannot be used in place of a completed application.  

Those applicants claiming veteran's preference must submit a copy of their DD-214 form along with the application. Candidates who attain ranking on an eligible list and are involuntarily called to active duty may be considered for eligibility reinstatement upon their return.

PLACEMENT ON THE ELIGIBLE LIST:
The Civil Service Commission may limit the number of qualified applicants eligible to participate in the examination process. If two or more candidates have the same total final score on an examination, they shall be ranked in order of their scores in that portion of the examination which has the greatest weight.  The names of two or more eligibles having final ratings which are identical shall be grouped on the eligible list as tie names with equal rank for certification and appointment purposes.

Candidates who are successful in all phases of the examination process will be placed on an eligible list, in rank order based on a calculation of their total score from the examination process. The eligible list established by this recruitment will be active for a minimum of six (6) months or one (1) year, unless otherwise determined by the Director pursuant to section 6-4 (b) and may be extended for up to an additional year by the Commission.  

PRE-EMPLOYMENT MEDICAL REQUIREMENTS:
As a condition of employment with the County of Madera, a candidate must submit to a Tuberculosis (TB) screening, and related follow up testing as necessary. Designated classifications* are also subject to a medical examination, which includes a review of medical history. TB screenings and medical exams are administered by the Madera County Public Health Department and/or health care professional designated by the County. 
 
Designated classifications required to submit to an employment medical examination generally include those that are physical in nature or as may be required by law. If you have any questions about the pre-employment requirements, please contact the Department of Human Resources at (559) 675-7705 or hr@maderacounty.com.
 
ELIGIBILITY FOR EMPLOYMENT:
You will be required to submit verification of your identity and citizenship or legal right to work in the United States at the time of and as a condition of an offer of employment.

As a condition of employment, all prospective employees shall be required to be fingerprinted.

EQUAL EMPLOYMENT OPPORTUNITY

Madera County does not discriminate on the basis of race, color, religion, sex, gender, gender identity, gender expression, transgender status, national origin, age, disability (physical or mental), medical condition, pregnancy, genetic information, ancestry, marital status, sexual orientation, veteran or military status, political affiliation, or any other basis protected by Federal or State law.

Salary : $40,441 - $49,737