Office Assistant

Description

CURRENT VACANCY IS WITHIN THE PUBLIC HEALTH BRANCH OF THE HEALTH AND HUMAN SERVICES AGENCY ORAL EXAM IS TENTATIVELY SCHEDULED FOR FEBRUARY 2021 SKILLS OR EXPERIENCES LISTED UNDER THE IDEAL CANDIDATE STATEMENT MAY ALSO BE USED TO SCREEN APPLICATIONS FINAL FILING DATE: FEBRUARY 22, 2021 AT 5:00 PM SALARY INFORMATION OFFICE ASSISTANT I: $2,628 - $3,354 APPROXIMATE MONTHLY* / $15.16 - $19.35 APPROXIMATE HOURLY*OFFICE ASSISTANT II: $2,773 - $3,539 APPROXIMATE MONTHLY* / $16.00 - $20.42 APPROXIMATE HOURLY* *Please refer to the appropriate Bargaining Unit Memorandum of Understanding for potential future salary increases* Please visit Shasta County offers all of the amenities of the big city while retaining a comfortable small town atmosphere. With its natural beauty, diversified culture, 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: Childrens Services, Adult Services, Public Health and Economic Mobility, with a centralized administration. 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 HHSAs services to be more responsive to the needs of the public. The Public Health Branch focuses on community-wide prevention of communicable disease, chronic disease, injury, substance abuse, family violence, and lead poisoning. Public Health helps the community develop policies and support community environments that encourage healthy behaviors. It promotes nutrition and physical activity, healthy aging, worksite wellness and healthy communities. Public Health is also where the HHSAs emergency response unit is headquartered, and its laboratory provides testing services for Shasta and numerous other Northern California counties. 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. 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. EXAMPLES OF ESSENTIAL DUTIES

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 screening function on an incidental basis; performs related duties as assigned. Office Assistant II: Duties are the same as above, performed at the journey level.

TYPICAL QUALIFICATIONS

The level and scope of the knowledge and skills listed below are related to job duties as distinguished between the two levels in the Definition section. Office Assistant I/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 I: 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: These standards are typically attained with one (1) year of full-time experience performing clerical duties in an office environment. IDEAL CANDIDATE The Ideal candidate demonstrates excellent interpersonal skills when working with other including the use of conflict resolution and active listening skills. The ideal candidate will be able to follow oral and written directions and deal courteously with the public. They should be highly skilled in office coordination (correspondence, filing, AP/AR, a variety of computer applications, and routine office maintenance) as well as the ability to manage multiple tasks and priorities as necessary. SPECIAL REQUIREMENTS 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.

Do you have a minimum of 6 months or more full-time (40 hours per week) clerical support exp
 
 

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