Office Assistant II - Bilingual (SP) - Job #1159

North County Regional•Santa Clarita, CA

3h•$22 - $31

About The Position

The Office Assistant II works in the Records & Document Management Department in the Santa Clarita Valley and receives general supervision from Supervisors, Managers, or Directors. Assigned duties may vary, and other duties may be assigned. The role provides reception and clerical support, including handling a heavy volume of phone calls, greeting and assisting consumers, families, visitors, and service providers, scheduling appointments, reserving meeting rooms, maintaining calendars, and performing filing, scanning, copying, correspondence, data entry, reporting, and supply-related tasks. The position also supports mailroom and document-management operations by processing incoming and outgoing mail and deliveries, preparing shipments, maintaining office equipment, copying, filing, retrieving and scanning records, maintaining files through purging and archiving, preparing document packets, and coordinating boxes for off-site storage when applicable.

Requirements

High school diploma or GED, or an equivalent combination of education and experience.
Two years of related experience working in an office environment or equivalent related experience.
Knowledge of Microsoft Office and related applications.
Knowledge of general office functions and customer service skills.
Ability to operate a computer and enter data accurately.
Ability to speak and write in an organized and effective manner.
Ability to write with excellent grammar.
Ability to be detail-oriented and multitask.
Valid California Driver’s License and reliable transportation, or an acceptable substitute.
Bilingual Spanish may be required depending on the position.

Responsibilities

Respond to a heavy volume of phone calls, transfer calls to appropriate staff, and answer general questions.
Greet consumers, families, and other visitors; check in and verify appointments and connect visitors with appropriate staff.
Schedule appointments with consumers, related parties, and internal staff.
Reserve rooms for meetings and conferences and maintain department calendars.
Perform clerical and support tasks, including filing, scanning, copying, preparing written correspondence, and communicating with consumers, families, service providers, and other agencies.
Type, input, and maintain documents, consumer information, and related data in computer databases, software, tracking systems, and tools.
Prepare reports and documents by collecting and collating information, and set up and maintain paper and electronic filing systems.
Maintain, stock, and inventory supplies as assigned.
Process incoming and outgoing USPS, UPS, FedEx, interoffice mail, faxes, and documents.
Run outgoing mail through the postage machine and package materials for shipping.
Service and maintain office equipment, including clearing paper jams and replacing toner.
Copy, file, retrieve, and scan documents; research files on the computer as needed.
Maintain files by purging and archiving documents and ensuring documents are filed appropriately.
Make copies and packets, distribute documents, and prepare materials for mailing.
Coordinate boxes for off-site storage, as applicable.
Perform other related duties as required or assigned.

Benefits

Medical insurance, including full employer-paid coverage for certain employee-only plans and contributions toward other plan options.
Dental insurance, including an employer-paid DMO plan and a PPO plan with a low employee monthly contribution.
Pre-tax Flexible Spending Accounts for eligible health care and dependent care expenses.
No-cost life, accidental death and disability, and long-term disability insurance for employees.
No-cost vision plan for employees and eligible dependents.
CalPERS defined-benefit retirement plan for eligible employees.
Two deferred compensation plans: 457 and 403(b).
Participation in the Public Service Loan Forgiveness program.
Paid time off, including three weeks of accrued vacation in the first year for eligible employees, eight hours of sick time per month, and education, wellness, and sabbatical time.
Twelve paid holidays throughout the year.
Most positions offer a hybrid-remote option after 90 days of continuous employment, at the manager’s or supervisor’s discretion.
Bilingual services pay supplement of $69.24 per bi-weekly pay period.