Office assistant ii

ABOUT THE POSITION

• 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.

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.

IDEAL CANDIDATE

• The ideal candidate will have one (1) or more years of experience in providing clerical support in an office environment;
• one (1) or more years work experience using computers; the ability to be a team player; the ability to communicate effectively with the public and staff members;

possess a valid California driver’s license and be able to meet Shasta County’s automobile insurability requirements. The ideal candidate will also have experience working with Microsoft Office with an emphasis on Word and Excel Spreadsheets and can multi-task with multiple distractions.

In addition, the ideal candidate must be compassionate and comfortable working directly with the homeless population.

EXAMPLES OF ESSENTIAL DUTIES

• 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;
• 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 screening function on an incidental basis; performs related duties as assigned.

TYPICAL QUALIFICATIONS

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

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.

These standards are typically attained with 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.

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.

These standards are typically attained with one (1) year of full-time experience performing clerical duties in an office environment.

SPECIAL REQUIREMENT

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 qualifications standard.

In these cases, candidates must demonstrate that they possess the required skills. Some positions in this classification may require possession of a valid California driver's license.

Employees who drive on County business to carry out job-related duties must possess a valid California driver's 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.

SUPPLEMENTAL QUESTIONS

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

1) Do you have full-time experience performing clerical duties in an office environment? Yes / No2) 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 performing clerical duties in an office.

If No , please write N / A. 3) How much full-time (40 hours per week) clerical support experience do you have performing clerical duties in an office environment?

• No Experience
• Less than 1 year
• 1 2 years
• 2 or more years

4) Do you have 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?

Yes / No5) If Yes, please provide details including, but not limited to, employers, dates of employment, and job duties.

If No, type N / A.6) How much full-time (40 hours per week) customer service experience do you have?

• No Experience
• Less than 1 year
• 1 2 years
• 2 or more years

7) How much work experience do you have using computers?

• No Experience
• Less than 1 year
• 1 - 2 years
• 2 or more years

8) Please select all the programs and systems that you have experience with :

• Windows 10 Operating System
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft Teams
• Microsoft PowerPoint

9) 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 10) I acknowledge that this position may require the ability to type at a net corrected speed of 45 words per minute.

Yes / No11) I acknowledge that this position requires a valid California driver's license. 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.
• Shasta County participates in E-Verify. For more information visit https : / / www.e-verify.gov / sites / default / files / everify / posters / IER RighttoWorkPoster.

pdf (Download PDF reader). If you do not have internet access, contact Personnel at (530) 225-5515 to request a flyer.

• 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.
• Employees in this classification are covered under the CalPERS retirement program. Depending on the provisions of the California Public Employees’ Pension Reform Act (PEPRA) and other applicable laws, an employee in this classification will be covered under one of the following CalPERS retirement formulas : (1) 2% at 55, (2) 2% at 60, or (3) 2% at 62.

An employee in this classification will also contribute up to 9.5% his / her pay to this plan or will contribute such other amount to the plan as authorized by PEPRA and other applicable laws.

Please visit our employees benefit page at https : / / www.shastacounty.gov / personnel / page / employee-benefitsfor additional information regarding benefits and CalPERS coverage information.

The provisions in this flyer and on the County website are for information purposes only. To the extent the provisions of the flyer or the County website are inconsistent with PEPRA and other applicable laws, PEPRA and other applicable laws shall govern.

APPLICATION AND SELECTION PROCEDURES

Shasta County Personnel will accept applications and responses to the supplemental questions until 12 : 00 p.m., on November 25, 2024.

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

Last updated : 2024-11-14

Salary : $35,652 - $48,024