Office Assistant Specialist

sjgov•Stockton, CA

About The Position

This examination is being given to fill 1 vacancy in the Public Health Services department and to establish an eligible list to fill future vacancies. Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline. Office Assistant Specialist by Employment Services Team NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail. TYPICAL DUTIES Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others; researches difficult and complex issues; completes complex forms for the purpose of documenting specialized program-related information; searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations; interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions; may issue complex documents; provides customer service in a calm, helpful and effective manner. Gathers, processes and maintains specialized and complex information related to departmental operations; asks in-depth questions of patients, clients, and others; identifies customer needs and seeks to match those needs with program services; codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems. Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions; coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions; performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements; maintains ledgers and accounts; enters data into worksheets; matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned; computes, collects and receipts monies and fees, including large sums; adjusts accounts within limits of authority; may develop and maintain spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget purposes. Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements; researches, reviews, and resolves complex case issues; determines, maintains and tracks case information and status; identifies needed documents and/or actions; contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations; may advocate on behalf of clients within limits of authority; coordinates case activities with managers, professional staff, and/or other work units as appropriate. Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms; reviews complex legal, custody, health care and other records to identify needed information; applies complex codes and requirements for reimbursement and other purposes. May perform secretarial duties for various staff including supervisors and/or professional staff; may supervise a very small number of clerical workers as an incidental duty; may train or review the work of others; may serve as a lead worker over a large group of office clerical/technical staff.

Requirements

One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service.
Three years of general clerical, secretarial and/or office technical work, including at least one year functioning at a full-journey level.
One year of business training in an approved vocational training program may substitute for one year of the above-required experience
Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience.
Possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute
Possession of an acceptable proficiency certificate in one or more computer software programs.
Most positions require the ability to use computers and/or word processing equipment.
Advanced office practices and procedures
Standard clerical accounting methods and practices
Principles of planning and organizing work
Methods of researching, gathering, organizing and reporting data
Personal computer systems and general office computer software
Public relations techniques
Advanced interviewing techniques
Advanced filing and record keeping systems
Complex correspondence and report formats
Arithmetical operations related to advanced clerical/technical/financial processes
Basic principles of training and supervision
Advanced cash handling procedures.
Research, interpret and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to specialized clerical activities
Evaluate and establish priorities
Gather, organize, input and maintain complex information, including financial or program-specific data
Provide/obtain detailed information to/from others, even in difficult situations
Utilize advanced office procedures and equipment
Follow complex oral and written procedures and directions
Establish and maintain effective working relationships with others
Communicate effectively with others
Write clearly and legibly
Perform advanced arithmetical operations
Lead or supervise others

Responsibilities

Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others
Researches difficult and complex issues
Completes complex forms for the purpose of documenting specialized program-related information
Searches for, receives and explains complex rules, regulations, policies, procedures and technical office operations
Interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions
Gathers, processes and maintains specialized and complex information related to departmental operations
Asks in-depth questions of patients, clients, and others
Identifies customer needs and seeks to match those needs with program services
Codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems
Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions
Coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions
Performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements
Maintains ledgers and accounts
Enters data into worksheets
Matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned
Computes, collects and receipts monies and fees, including large sums
Adjusts accounts within limits of authority
May develop and maintain spreadsheets and databases, either by hand or computer
Maintains data and develops reports for budget purposes
Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements
Researches, reviews, and resolves complex case issues
Determines, maintains and tracks case information and status
Identifies needed documents and/or actions
Contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations
May advocate on behalf of clients within limits of authority
Coordinates case activities with managers, professional staff, and/or other work units as appropriate
Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms
Reviews complex legal, custody, health care and other records to identify needed information
Applies complex codes and requirements for reimbursement and other purposes
May perform secretarial duties for various staff including supervisors and/or professional staff
May supervise a very small number of clerical workers as an incidental duty
May train or review the work of others
May serve as a lead worker over a large group of office clerical/technical staff