Office Assistant III (MSS)

CalHR•Crescent City, CA

About The Position

The Office Assistant III is the advanced journey-level classification in the Office Assistant series. Under limited supervision, the incumbent performs highly responsible, specialized, and technical office support activities; explains rules, policies, and operations related to department records, programs, and services; and performs related work as required. Depending on the assignment, the position may serve as a lead worker for office support staff, conduct applicant screening in addition to other primary responsibilities, or apply detailed subject-matter knowledge of a complex program area or specialized record-keeping system. Screening is a less significant portion of this role than it is for the Screener in Social Services classification. This recruitment may be used to fill full-time, part-time, and extra-help positions as vacancies occur. The recruitment is for a departmental open eligible list for Del Norte County, generally used for 12 months after establishment. Candidates complete a Training & Experience Examination; a score of at least 70% is required to be placed on the eligible list. A valid driver's license may be required at appointment, and employees may be required to drive their own car and provide proof of insurance and DMV clearance. Proof of authorization to work in the United States is required as a condition of employment. A medical examination and background investigation may also be required.

Requirements

Two years of full-time experience performing clerical duties in an office environment, including one year at the journey level.
Knowledge of general office functions, procedures, equipment, and filing systems.
Knowledge of the general goals and purposes of department programs, services, and operations.
Knowledge of English grammar, spelling, and punctuation, and standard formats and vocabulary used in business correspondence.
Knowledge of basic supervisory, training, and development principles and practices.
Knowledge of State, County, or Department computer systems and word processing, spreadsheet, database, email, calendaring, and automated systems.
Ability to explain policies, procedures, and regulations governing program operations.
Ability to analyze situations involving complex rules and regulations and use good judgment to resolve differences.
Ability to provide effective verbal and written instruction to others.
Ability to prioritize, plan, and organize one's own work.
Ability to conduct interviews while recording information simultaneously.
Ability to quickly and accurately enter and retrieve data using an automated data system.
Ability to identify and correct inaccurate or inconsistent information.
Ability to interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
Ability to provide direction to and train subordinate staff.
Ability to work cooperatively as part of a team, listen attentively, understand oral information, and maintain flexibility in daily activities and decision making.
Applicants must possess integrity, initiative, dependability, good judgment, the ability to work cooperatively with others, and a state of health consistent with performing assigned duties.
Proof of ability to work in the United States is required as a condition of employment.

Responsibilities

Provide interpretation and guidance to new employees, lower-level clerical staff, and coworkers on new or revised policies and procedures.
Coordinate, distribute, and reprioritize work tasks in response to changing demands.
Monitor the quality and timeliness of work and provide supervisors with feedback on employees and process improvements.
Assist others with complex or non-routine matters.
Address complaints and explain regulations to customers or the public.
Respond to inquiries about departmental functions, services, policies, and procedures.
Obtain information from customers, visitors, or callers to determine appropriate resources, actions, documents, or staff referrals.
Explain the proper use of forms and documents.
Operate standard office equipment and department-specific automated or computer systems.
Compose correspondence, reports, memos, and other documents.
Review and process forms and documents according to established guidelines and procedures.
Monitor and update manual or electronic files.
Compile information to respond to questions or address issues.
Review submitted forms or applications for accuracy and completeness.
Depending on assignment, provide training and work assignments to office support staff or conduct initial application screening interviews and initiate cases through automated systems.
Perform related duties as assigned.