Office Assistant III

THE CURRENT VACANCY IS IN THE SHASTA COUNTY

ECONOMIC MOBILITY BRANCH

ORAL EXAM IS TENTATIVELY SCHEDULED FOR FEBRUARY 2025

SEE “SPECIAL REQUIREMENT” SECTION REGARDING 

POSSESSION OF A VALID DRIVER’S LICENSE 

RESPONSES TO SUPPLEMENTAL QUESTIONS REQUIRED

FINAL FILING DATE: FEBRUARY 06, 2025 AT 12:00 PM

SALARY INFORMATION

$3,341 - $4,264 APPROXIMATE MONTHLY* / $19.27 - $24.60 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 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

Health and Human Services Agency

The Shasta County Health and Human Services Agency (HHSA) partners with communities to protect and improve the health and well-being of Shasta County residents. Established in 2006, the HHSA is organized into four branches: Behavioral Health & Social Services, Public Health, Economic Mobility, with a centralized Administration Services. The HHSA promotes optimal health for all. The frail, the abused, the mentally ill and those without resources look to the HHSA for services and resources to meet their basic needs, and to protect their health and safety. This transformation improves efficiency, avoids unnecessary duplication of effort, encourages collaboration among programs and organizes the HHSA’s services to be more responsive to the needs of the public.

The Economic Mobility Branch provides assistance and services to individuals and families in the community.  Through multiple locations in Redding, Anderson, Shasta Lake, Burney and Enterprise the branch provides initial and on-going eligibility determination services for public benefits such as CalFresh, CalWORKs, General Assistance, Healthcare Programs, and WIC.  The branch provides CalWORKs and CalFresh employment preparation and support services, as well as behavioral health and comprehensive perinatal alcohol and drug counseling services.  Recently, the branch also added a new division to consolidate and streamline homeless and housing services within the HHSA and finally, the Economic Mobility Branch also provides referrals for individuals and families to other services within the HHSA and within the community. 

ABOUT THE POSITION

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

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.

IDEAL CANDIDATE

The ideal candidate will have a clear understanding of the need for maintaining confidentiality; a strong emphasis on continuous quality improvement; strong work ethic and ability to prioritize assigned work tasks and follow through in a timely manner; excellent customer service skills and initiative; solution based problem solving skills; experience in maintaining cooperative relations and communications with customers, management, and staff; ability to maintain a high standard of professionalism; and proficiency in MS Office such as Word, Excel, PowerPoint, etc. The ideal candidate will be organized, self-motivated and able to work independently or as part of a team and will also have the initiative to act and work efficiently and effectively; work proactively rather than reactively; possess flexibility in working style and be adaptable to change. The ideal candidate will have excellent listening and strong written and verbal communication skills. The ideal candidate will be able to collaborate with staff and representatives from other divisions, branches, agencies, and the community; participate effectively in meetings, trainings, and conferences; address client complaints timely, accurately, and respectfully. The ideal candidate will have two or more years of recent experience providing clerical support in an office environment, working as part of an office support team.  Additionally, the candidate will have one or more years of experience with creating, reviewing, and editing documents, feedback, and tracking processes through Excel spreadsheets. Lastly, the ideal candidate will have experience with fiscal tracking, spreadsheet development, and leadership.

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.

Any combination of education and experience sufficient to directly demonstrate possession and application of the following:

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; leadwork 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

EITHER

Two (2) years of full-time experience as an Office Assistant II with Shasta County;

OR

Two (2) years of full-time experience performing general office support duties in an office environment, including one (1) year at the journey level.

SPECIAL REQUIREMENTS

• Possession of a valid California driver’s license.
• Some positions may require the ability to type at a net corrected speed of 45 words per minute.
• Some positions may require possession of special language and culture skills as a bona fide qualification standard. In these cases, candidates must demonstrate that they possess the required skills.

SUPPLEMENTAL QUESTIONS

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

1. Do you have full-time experience as an Office Assistant II with Shasta County? Yes/No
2. If “Yes” to supplemental question #1, please list the job title(s), dates of employment, and the job duties where you obtained this full-time experience as an Office Assistant II with Shasta County. If “No”, please write “N/A.”
3. Do you have full-time experience performing general office support duties in an office environment, including one (1) year at the journey level? Yes/No
4. If “Yes” to supplemental question #3, please list the job title(s), dates of employment, and the job duties where you obtained this full-time experience performing general office support duties in an office environment, including one (1) year at the journey level. If “No”, please write “N/A.”
5. I acknowledge that this position requires a valid California driver's license. Yes / No
6. Do you have experience in a lead position? If “Yes,” please provide details including, but not limited to, employers, dates of employment, and job duties. If “No,” type N/A.
7. Please identify all computer software programs you use (e.g., word processing, spreadsheets, databases, applicant tracking systems, payroll, etc.) and describe your level of proficiency with each of the applications (beginner, proficient, or expert). Please be specific. If none, type N/A. 
8. I acknowledge that if I answered "Yes" to any of the above questions, but did not give the requested additional information, my application may be considered incomplete and may be screened out? 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 Unit.  

Shasta County Personnel will accept applications and responses to the supplemental questions until 12:00 p.m., on February 06, 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 : $40,092 - $51,168