Spanish)

Kings County•Hanford, CA

About The Position

Kings County Human Services Agency is hiring a bilingual (English/Spanish) Office Assistant I/II to provide clerical and administrative support and help connect community members with County services. The position supports an assigned department, division, or unit; assists the public in person and by phone; maintains records; prepares documents; and helps deliver services to the community. Some duties, knowledge, skills, and abilities may be performed in a learning capacity at Level I. Work assignments may be changed, and reasonable accommodations may be made for qualified employees to perform essential functions. The role may include customer service, document and records processing, data entry, mail distribution, meeting support, payment and account documentation, office supply and equipment maintenance, travel arrangements, building walkthroughs, and assistance with department operations. Depending on assignment, duties may also involve background checks, fingerprinting, issuing certified vital records, supporting children served by the department, managing fleet-related items, and handling personal protective equipment. Minimum qualifications may be met through any combination of training and experience that provides the required knowledge, skills, and abilities. Both levels require education equivalent to completion of twelfth grade. Level I requires no experience; Level II requires one year performing duties equivalent to the Kings County Office Assistant I classification. A valid California driver’s license is required at appointment. Employees must qualify for security clearance through a background investigation and fingerprint check and be willing to work standard or alternate shifts, irregular hours, evenings, weekends, holidays, and overtime, including mandated overtime.

Requirements

Equivalent to completion of the twelfth grade.
Office Assistant I: no experience required.
Office Assistant II: one year of experience performing duties equivalent to the Kings County Office Assistant I classification.
Valid California driver’s license issued by the Department of Motor Vehicles at the time of appointment.
Qualify for security clearance through a background investigation and fingerprint check.
Ability and willingness to work standard eight-hour shifts or alternate ten- or twelve-hour shifts.
Willingness to work irregular hours, including emergencies, evenings, weekends, and holidays; varying shifts; and overtime or mandated overtime.
Bilingual English/Spanish, as specified in the job title.

Responsibilities

Perform general and department-specific clerical and administrative duties for an assigned department, division, or unit.
Answer high volumes of phone calls and emails; provide information, address concerns, take and relay messages, refer issues, and reply to voicemail and email.
Greet visitors and residents, schedule customer appointments, and distribute information about County services and events.
Compose, type, process, proofread, edit, and correct correspondence, reports, forms, presentations, and other documents.
Receive, process, and track applications, agreements, proposals, requests, and other departmental paperwork.
Create, organize, archive, scan, copy, maintain, and retrieve records and files; establish filing systems and audit files for legal and retention compliance.
Collect, open, and distribute mail, packages, correspondence, reports, service requests, and complaints.
Perform routine tasks such as filing, billing, collecting and receipting payments, reconciling fees, preparing work orders, entering data, and preparing reports.
Maintain confidential department records and prepare, process, verify, and maintain accounts payable or receivable documents and related spreadsheets.
Take and prepare meeting minutes; set up rooms, check in attendees, and clear rooms after events; provide assistance to boards when assigned.
Assist with fleet management, including distributing vehicles, collecting keys, and managing gas cards and receipts.
Complete building walkthroughs using established checklists, identify maintenance or repair needs, and create and process work orders.
Assist department managers with day-to-day activities and follow up on assigned tasks, including calendar maintenance.
Depending on assignment, process criminal history and background checks, issue certified copies of birth, death, and fetal death records, review coding, process Live Scan results, roll fingerprints, and track CLETS and Live Scan activity.
Operate office equipment; troubleshoot and perform routine minor maintenance; identify service or repair needs and escalate them appropriately.
Arrange staff travel and lodging and complete travel expense reimbursement requests.
Depending on assignment, participate in monthly shopping for children served, inventory purchases, and submit receipts for payment.
Maintain, store, distribute, and inventory office supplies and meeting provisions; prepare PPE distribution lists and track and package PPE inventory.
Issue, receive, and process applications, permits, forms, and other documents.
Participate in special projects and attend assigned trainings, meetings, and conferences.
Follow County and mandated safety rules, regulations, and protocols.
Perform related duties as assigned.