Office Assistant I/II/III

CURRENT VACANCY IS WITHIN THE 

VETERAN SERVICES OFFICE OF SHASTA COUNTY

ORAL EXAM IS TENTATIVELY SCHEDULED FOR MAY 2025

FINAL FILING DATE: April 30, 2025 AT 5:00 PM

SALARY INFORMATION

Office Assistant I: $3,015 – $3,849 APPROXIMATE MONTHLY* / $17.39 – $22.20 APPROXIMATE HOURLY*

Office Assistant II: $3,166 – $4,041 APPROXIMATE MONTHLY* / $18.26 – $23.31 APPROXIMATE HOURLY*

Office Assistant III: $3,341 – $4,264 APPROXIMATE MONTHLY* / $19.27 – $24.59 APPROXIMATE HOURLY*

*Please refer to the appropriate Bargaining Unit Memorandum of Understanding for potential future salary increases* Please visit https://www.shastacounty.gov/personnel/page/labor-agreements-mous.

ABOUT SHASTA COUNTY

Shasta County offers all of the amenities of the big city while retaining a comfortable small town atmosphere.  With its natural beauty, affordable housing, excellent educational system, abundance of recreational opportunities, and excellent quality of life, Shasta County is a great place to live, work, and raise a family.

ABOUT THE DEPARTMENT 

The Veterans Services Office assists veterans, their dependents, and survivors with obtaining entitlements from federal, state, and local agencies administering programs for veterans. This department advocates for veterans’ rights and their families.

ABOUT THE POSITION

Office Assistant I/II: 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 the initial applicant screening as an incidental function the Department's automated system; and performs related work as required.

Office Assistant III: Under limited supervision, the Office Assistant III performs highly responsible, specialized, and technical office support activities; explains rules, policies, and operations related to department records, programs, and services; may serve as a lead-worker and provide training and work assignments to a group of office support staff; may conduct initial application screening interview and initiate cases through automated systems; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Office Assistant I: Working under close supervision, Office Assistant I is the entry/trainee level in the Office Assistant series. Employees in this class receive in-service training 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 level II. As requisite skills and knowledge are developed, greater independence and the full scope of responsibility are exercised. Unless a position is permanently allocated to level I due to the nature of the work, employees are expected to promote to the Office Assistant II level after one (1) year of satisfactory performance at the trainee level.

Office Assistant II: Working under general supervision, Office Assistant II is the journey level in the Office Assistant series. Employees at this level are expected to be fully qualified and able 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 supervisor. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Office Assistant I, or if filled from the outside, require prior related experience.

The Office Assistant II differs from the Office Assistant III by the level of supervision received, the scope and effect of functions performed, the degree of independence exercised, and the complexity of work assigned. The Office Assistant III may also be assigned lead worker duties, or screening duties on a consistent rather than incidental basis. The Office Assistant series differs from the Account Clerk series in that the primary duties of the Account Clerk involve the application of mathematical skill and ability in the use of financial, numerical and statistical data and information. The Office Assistant class performs a wide variety of general office support duties in which the use of mathematical ability is incidental to the primary function and most frequently performed duties.

Office Assistant III: The Office Assistant III is the advanced journey level in the Office Assistant series. Incumbents either act as lead-worker to a group of office support staff, perform applicant screening in addition to other primary responsibilities, or exercise a detailed subject matter knowledge of a specific and complex program area or specialized record keeping system.

Office Assistant I: Duties may include, but are not limited to, the following. For Office Assistant I, duties are performed at the trainee level: Assists the public in person or by phone; answers inquiries related to department services, programs, and operations; obtains information, resolves discrepancies or errors, disperses relevant information, or refers client to the appropriate personnel or location; explains the proper use of forms and documents; screens and distributes incoming mail and sends out informational materials and letters; screens and routes telephone calls; schedules appointments; produces notices, reports, letters, legal documents, fiscal, or statistical information; processes, maintains, and prepares forms, records, reports, and control logs; maintains department files; researches and assembles information; verifies that information or data is complete, accurate, and consistent; identifies and corrects deletions or errors; updates and deletes information; may operate automated systems where the routines and procedures require limited interpretation and application development within pre-established guidelines and structure; verifies data on source documents and edits for conformance to specifications; accesses and updates records; produces statistical, data processing, and production related reports; may perform initial application screeningfunction on an incidental basis; performs related duties as assigned.

Office Assistant II: Same as above. For Office Assistant II, duties are performed at the journey level. 

Office Assistant III: Duties may include, but are not limited to the following: As lead-worker, instructs employees in the interpretation and application of laws, regulations, policies, and procedures related to the department's programs and automated systems; 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; assists the public in person or by phone; answers inquiries related to department services, programs, and operations; obtains information, resolves discrepancies or errors, disperses relevant information, or refers client to the appropriate personnel or location; explains the proper use of forms and documents; produces notices, reports, letters, legal documents, fiscal, or statistical information; processes, maintains, and prepares forms, records, reports, and control logs; maintains department files; researches and assembles information; verifies that information or data is complete, accurate, and consistent; identify and correct deletions or errors; updates and deletes information; operates automated systems, which involves interpretation of requirements and assisting in the layout and formatting of fields, screens, and report formats utilized in database, spreadsheet, or word processing software; produces statistical, data processing, and production related reports; may perform the initial applicant screening function and initiate case through an automated system; performs related duties as assigned.

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

The level and scope of the knowledge and skills listed below are related to job duties as distinguished between the levels in the Definition section.

Office Assistant I: 

Knowledge of: Modern office practices, methods, procedures, and automated systems; general goals and purpose of the Department's programs; English grammar, vocabulary, spelling, and punctuation; filing systems; common word processing, spreadsheet, and database software packages.

Ability to: Answer a variety of questions related to department programs and processes; exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations; enter data accurately into automated system; communicate effectively verbally and in writing with individuals from diverse socio-economic and cultural backgrounds; establish and maintain effective working relationships; locate, identify, and correct inaccurate or incomplete information; follow written and oral directions and instructions.

Office Assistant II: 

Knowledge of: Modern office practices, methods, procedures, and automated systems; general goals and purpose of the Department's programs; English grammar, vocabulary, spelling, and punctuation; filing systems; common word processing, spreadsheet, and database software packages.

Ability to: Answer a variety of questions related to department programs and processes; exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations; enter data accurately into automated system; communicate effectively verbally and in writing with individuals from diverse socio-economic and cultural backgrounds; establish and maintain effective working relationships; locate, identify, and correct inaccurate or incomplete information; follow written and oral directions and instructions.

Office Assistant III: 

Knowledge of: Modern office practices, and department specific methods, procedures, policies and regulations; programs, goals, and purpose of the assigned department; English grammar, vocabulary, spelling, and punctuation; business letter writing; lead-work and staff development techniques and practices; computer terminology and computer keyboard arrangement; common word processing, spreadsheet, and database software packages.

Ability to: Answer a variety of questions related to department programs and processes; exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations; interpret and explain procedures to others; provide verbal and written instruction to others; exercise sound judgment when prioritizing, organizing, assigning, and monitoring workload; learn the basic principles of the automated system; apply the rules, regulations, policies, and procedures pertaining to initial application for the assigned departments services; apply appropriate questioning content and techniques for interviewing applicants; enter data accurately into automated system; locate, identify, and correct inaccurate or incomplete information; answer a variety of questions related to department programs and the application process; communicate effectively verbally and in writing with individuals from diverse socio-economic and cultural backgrounds; lead and train subordinate employees effectively; establish and maintain effective working relationships; follow written and oral directions and instructions.

MINIMUM QUALIFICATIONS

Office Assistant I: 

Office Assistant II: 

Office Assistant III: 

IDEAL CANDIDATE

The ideal candidate will have experience working with Microsoft Office programs as well as online applications; have worked in a position that requires protecting confidentiality while maintaining accuracy in a fast-paced office environment; be proficient in written and verbal communication. The ideal candidate should also have experience in a workplace that serves a diverse population spanning generations, cultures, and economic backgrounds. Candidates should be aware of, and sympathetic to, clients with varying levels of personal trauma and/or disabilities. The ideal candidate will have experience working with these populations practicing empathy and professionalism to communicate effectively.

SUPPLEMENTAL QUESTIONS

Responses to the following must be submitted with a completed application.

1. How much experience and/or training in an office setting, paid or unpaid, related to filing, reception, processing mail, typing, data entry, answering telephones, assisting the public, or other office support duties do you have?
   • No experience
   • Less than 1 year
   • 1 -2 years
   • 2-3 years
   • 3 or more years
2. How much experience and/or training do you have working with veterans, families and/or survivors? 
   • No experience
   • Less than 1 year
   • 1 -2 years
   • 2-3 years
   • 3 or more years
3. I acknowledge this position may require the ability to type at a net corrected speed of 45 words per minute. Yes / No

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to ten (10) pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

OTHER CONSIDERATIONS

• All new employees are required to have their paycheck directly deposited to a bank account.
• Some positions may require a valid California driver's license and acceptable driving record according to County policy.
• Reasonable accommodations may be made for those persons who are disabled under the Americans with Disabilities Act to perform the essential functions of the position.
• As part of the selection process, all individuals provided with a preliminary offer of employment with Shasta County will be subject to a background investigation, including a criminal history check (primarily completed through the taking of fingerprints). An image of your fingerprints will be captured and sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature of the offense, the date of the offense, the surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered. 
• Based on the results of the background investigation and criminal history check, applicants may then be provided with an offer of employment conditioned on the results of a medical examination, which includes drug/alcohol testing. 

• In accordance with Government Code Section 3100, County employees, in the event of a disaster are considered disaster workers and may be asked to respond accordingly.
• Positions in this classification are covered by a collective bargaining agreement between the County and the United Public Employees of California – General. 

Shasta County Personnel will accept applications and responses to the supplemental questions until 5:00 p.m., on April 30, 2025. A Resume and/or Cover Letter will be accepted in addition to the application form but will not serve as a substitute for a completed application. It is not acceptable to complete the application with statements such as, “Refer to Resume and/or Cover Letter,” or “See Attached Resume and/or Cover Letter” the employment application must be completed in its entirety prior to submission. Incomplete applications will not be processed. Closing date postmarks or faxes will NOT be accepted. This recruitment will establish a list that may or may not be used by other departments. Prior applicants must reapply to be considered. 

Applicants will be screened and those considered best qualified will be invited to appear for an oral and/or written examination. Meeting the announced 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. 

Veterans' Credit:Veterans (as defined by California Government Code section 18973) who have been discharged from military service under conditions other than dishonorable and who receive a passing score on all components of the employment examinations (up to and including oral examinations) shall receive credit for an additional five points to be added to their final examination score. To be considered for this credit, a veteran MUST provide a copy of his or her discharge document (DD-214 or equivalent) and information as to the type of discharge (honorable, dishonorable, etc.) WITH THE EMPLOYMENT APPLICATION ON OR BEFORE THE FINAL FILING DATE. 

Applicants are encouraged to apply on-line at www.ShastaCountyCareers.com or submit an application to the Shasta County Personnel Office.

Arrangements may be made to accommodate applicants with disabilities. Requests for accommodations may be made to the Shasta County Personnel Office by the filing deadline posted on this bulletin. Shasta County does not discriminate on the basis of disability. If you feel you are being denied service based on a disability, our ADA Coordinator may be reached at (530) 225-5515; relay service (800) 735-2922; fax (530) 225-5345.

Shasta County will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Shasta County is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov/fair-chance-act.

SHASTA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Shasta County Personnel

1450 Court Street, Suite 348; Redding, CA 96001; (530) 225-5515

Salary : $36,180 - $51,168