Office Assistant III

CalHR • Lower Lake, CA

9d • Hybrid

About The Position

Under limited supervision, the Office Assistant III performs highly responsible, specialized, and technical office support activities; explains rules, policies, and operations related to department records, programs, and services; may serve as a lead-worker and provide training and work assignments to a group of office support staff; may conduct initial application screening interview and initiate cases through automated systems; and performs related work as required. The Office Assistant III is the advanced journey level in the Office Assistant series. Incumbents either act as lead-worker to a group of office support staff, perform applicant screening in addition to other primary responsibilities, or exercise a detailed subject matter knowledge of a specific and complex program area or specialized record keeping system. The Office Assistant III differs from the Screener in Social Services in that the Screener classification is assigned the screening function as a primary responsibility, while the Office Assistant III may have primary responsibility for other advanced clerical functions, and screening duties represent a less significant portion of the overall responsibilities of the position.

Requirements

• Knowledge of general office functions, procedures, equipment, and filing systems.
• Knowledge of general goals and purposes of department programs, services, and operations.
• Knowledge of English grammar, spelling, and punctuation.
• Knowledge of standard formats and vocabulary used in business correspondence.
• Knowledge of basic supervisory and training and development principles and practices.
• Knowledge of State, County, or Department computer systems.
• Knowledge of Word processing, spreadsheet, database, email, calendaring programs, and automated systems.
• Ability to explain policies, procedures, and regulations governing program operations.
• Ability to analyze situations involving complex rules and regulations and demonstrate good judgment when resolving 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 and record 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.
• Ability to listen attentively and understand oral information provided.
• Ability to maintain flexibility in daily activities and decision making.
• Two (2) years of full-time experience performing clerical duties in an office environment, including one (1) year at the journey level.

Nice To Haves

• A valid driver's license will be required at the time of interview.
• Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.
• Positions require pre-employment screening, including background checks, and fingerprinting.
• Government agencies accessing US government information, which include federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent to the IRS background investigation requirements for access to federal tax information.
• Background checks are required and must be repeated every 5 years.
• Background requirements consist of three components which include, fingerprinting, citizenship verification and local law enforcement checks.
• Lake County is required to verify Employment and Education if a conditional offer of employment is made to an applicant.
• Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent.
• Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment.
• Please redact birthdates and social security numbers.
• This position is not eligible for visa sponsorship.
• Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment.
• MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change.
• Such revision will be in accordance with civil service laws and rules, and all competitors will be notified.
• If you meet the requirements stated on this bulletin, you may take this examination.
• Your performance in this examination will be rated against predetermined rating criteria.
• All competitors who pass will be added to the eligible list.
• Meeting the entry requirements does not assure success in the examination or placement on the eligible list.
• Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class.
• A medical examination may be required.
• As part of the hiring process, a background investigation may be required.

Responsibilities

• Provides interpretation and guidance to new employees, lower level clerical staff, and coworkers on new or revised policies and procedures.
• Coordinates, distributes, and reprioritizes work tasks to adjust to changing demands.
• Monitors the quality and timeliness of work.
• Assists others with complex or non-routine matters.
• Provides supervisor with feedback on employees and process improvements.
• Addresses complaints and explains regulations to customers or the public.
• Responds to inquiries regarding departmental functions, services, policies, and procedures.
• Obtains information from customers, visitors, or callers to determine appropriate resource, action, document, or staff referral to meet their needs.
• Explains the proper use of forms and documents.
• Operates a variety of standard office equipment.
• Composes correspondence, reports, memos, and other documents.
• Reviews and processes forms/documents in accordance with established guidelines and procedures.
• Monitors and updates manual or electronic files.
• Compiles information to respond to questions or address issues.
• Reviews submitted forms or applications to verify accuracy and completeness.
• Operates automated systems or other department-specific computer systems.
• Performs related duties as assigned.

Benefits

• Flexible Office Hours available for most positions; Monday - Friday with a variety of schedules between 6:30am - 7:00pm.
• Work remotely from home available for some positions upon Lake County Department of Social Services Approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed