What are the responsibilities and job description for the Public Authority Office Assistant II - Contract position at San Bernardino County?
In-Home Supportive Services (IHSS) Public Authority is seeking Office Assistants II’s (Contract) to perform clerical support duties of Payroll and Provider Services Unit processes for In Home Supportive Services-Public Authority. The incumbent performs basic clerical work which may include, but not limited to, answering Customer Service calls and questions via phone or in-person regarding specific departmental procedures and practices, assist with employment verification and enrollment requests, and process a variety of documents, which require a thorough knowledge of the subject matter and the administrative policies and procedures involved.
The Payroll and Provider Service Units process approximately 12,000 phone calls per year from IHSS providers.
The Payroll and Provider Service Units process approximately 12,000 phone calls per year from IHSS providers.
Duties may include, but are not limited to, the following:
- Collects, enters, processes, sorts and tabulates information according to departmental process and procedures.
- Answer telephones, takes and relays messages and/or receives visitors; answer provider phone calls and emails regarding paycheck and timesheet questions.
- Process accurately provider enrollment packets and employment verifications.
- Maintain the security and confidentiality of provider records in the database as well as hard copy files.
- Assist with training activities for consumers and providers which include maintaining and updating training materials, creating training documents, assisting in recruitment of attendees, and updating training information line; assist with orientation including: check-in and check-out, as well as putting orientation material together.
- Prepare, compose, and type or assemble a variety of information into proper form from outline instructions or established procedures.
- Prepare statistical reports on program productivity and service.
- Assist the Registry Specialist with information sessions and recruitment.
- Requests and accepts records and other information from a variety of sources; inputs and maintains data into various database programs; posts information from various reports and documents to appropriate records; audit and verify documents and other records for a variety of purposes to include accuracy, legality and consistency.
- Operates a variety of office equipment such as computer terminals, calculators, fax, copier, information and image management systems, copiers, sorters, viewers and other office machines to enter and retrieve data, produce and/or process, materials to include correspondence, memoranda, reports, numeric data, requisitions, tabulations and statements.
- Maintains manual and computerized alphabetical, numerical or subject matter files; sorts and files correspondence, bills, and a wide variety of other documents, records and similar media; and pull material from files; purges files as needed or scheduled.
- Perform mathematical calculations; assembles, tabulates and compares financial and other data; and compiles a variety of data to include statements, claims, reports and payroll data.
- Schedules appointments and meetings for individuals and groups; notify attendees and prepare meeting material(s); records meeting results.
- Assists in the training of other staff members as needed.
- Store and distribute office supplies; and keep a record of supplies needed, received, and issued.
- Receives, sorts and distributes mail.
- Perform special projects and other duties as assigned.
- Provide backup, vacation coverage and temporary relief as required.
NOTE: These are contract positions for the Public Authority. Incumbents will not attain status as County employees.
THE DEPARTMENT
The In-Home Supportive Services (IHSS) Program was created in 1973 to help eligible low-income seniors and persons with disabilities to remain independent by making funding available for them to employ a home care Provider. The role of the Public Authority is to establish and maintain a Home Care Provider Registry and Referral System; provide access to training for both IHSS care providers and consumers; negotiate for wages and benefits of IHSS providers; and to perform other functions related to the delivery of IHSS programs as designated by the governing board. To find out more about this governmental entity, visit their website: http://hs.sbcounty.gov/PA
CONDITIONS OF EMPLOYMENT
Travel: Must be able to travel occasionally to different locations throughout the County. At the time of hire, a valid California Class C driver license and proof of automobile liability insurance must be produced and maintained for the individual providing the transportation.
Background: The applicant must clear a DOJ background for criminal offender Record information (CORI) access with three (3) months of hire date or will be terminated.
Sponsorship: Please note San Bernardino County is not able to consider candidates who will require visa sponsorship at the time of application or in the future.
Experience: One (1) year (full-time equivalent) of clerical experience in an office environment. Duties must include a variety of office clerical tasks such as public contact, computer usage, typing, filing, routine clerical tasks, and data entry.
NOTE: Job duties must be clearly stated on the job application. Retail sales and food service experience is not considered qualifying.
NOTE: Job duties must be clearly stated on the job application. Retail sales and food service experience is not considered qualifying.
Experience in a California Public Human Services Program (i.e., Public Authority, Transitional Assistance, Children and Family Services, Aging and Adult Services, Child Support, or Preschool Services) is highly desirable.
Must be able to calmly attempt to resolve and de-escalate any issues. Interact with customers to provide and process information in response to inquires. Ability to stay composed and objective.
Applicants who have experience working in a confidential environment and general knowledge of elderly and disabled home care needs and issues are encouraged to apply.
Computer Experience managing and maintaining a computer database and Windows operating systems is desirable.
Must be able to calmly attempt to resolve and de-escalate any issues. Interact with customers to provide and process information in response to inquires. Ability to stay composed and objective.
Applicants who have experience working in a confidential environment and general knowledge of elderly and disabled home care needs and issues are encouraged to apply.
Computer Experience managing and maintaining a computer database and Windows operating systems is desirable.
Applications will be reviewed by the hiring department and the most highly qualified candidates may be contacted by Public Authority for the next steps of the process.
Application Procedure: To be considered for this excellent opportunity, please complete and submit the online employment application and supplemental questionnaire by 5:00 pm, Friday, April 26, 2024. (Resumes will not be accepted in lieu of the application and/or supplemental questionnaires.)
To ensure timely and successful submission of your online application, please allow ample time to complete your application and consider having your profile created and or updated before applying for the position. Applicants will be automatically logged out if they have not submitted the application and all required materials prior to the posted deadline. Once your application has been successfully submitted, you will receive an on-screen confirmation and an email. We recommend that you save and/or print these for your records.
If you require technical assistance, please click HERE to review the Government Jobs online application guide, or contact their Toll-Free Applicant Support line at (855) 524-5627. Please note that Human Resources is not responsible for any issues or delays caused by the internet connection, computer or browser used to submit the application.
EEO/ADA: San Bernardino County is an Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA) compliant employer, committed to providing equal employment opportunity to all employees and applicants.
Please click HERE for important Applicant Information and the County Employment Process.
Salary : $35,672 - $47,258
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