Office Secretary

sjgov•Stockton, CA

15h•Onsite

About The Position

This examination is being given to fill 1 vacancy in the Behavioral 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. Potential new hires into this classification are required to successfully pass a pre-employment background investigation as a condition of employment. Final appointment cannot be made unless the eligible has successfully completed the background process. 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.

Requirements

One year of work at a level equal to or higher than Office Assistant Specialist in San Joaquin County service.
Two years of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service.
Four years of general clerical, secretarial and/or office technical work, including at least two years performing duties at or above 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 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.
Ability to use computers and/or word processing equipment.
Demonstrated general or software-specific computer proficiency may be required prior to appointment.

Responsibilities

Performs full secretarial support, usually to one or more managers within a department, division or work unit; acts as a liaison between the manager(s) and staff and may represent management in sensitive and confidential situations; develops and recommends procedures applicable to areas of assignment; develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned and develops/maintains control and tracking systems; arranges and coordinates complex meetings, seminars or classes; arranges for travel transportation; may coordinate and/or perform limited aspects of budget administration.
Receives and screens visitors and calls, using substantial judgment in their disposition; interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations to managers, patients, clients, outside agencies and others; researches difficult and complex issues; obtains information from managers, staff, patients, clients, and others; identifies and seeks to meet customer needs, maintaining tact and diplomacy and using good judgment regarding sensitive/confidential matters; provides customer service in a calm, helpful and effective manner.
Relieves superior of quasi-administrative/analytical duties in areas such as personnel management, payroll, purchasing, inventory, systems maintenance and/or similar functions; gathers, analyzes and maintains specialized and complex information related to office administrative operations, including administration of the budget; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; may perform highly-advanced clerical accounting duties.
Prepares a variety of difficult and complex reports, letters, resolutions and other documents with substantial independence, utilizing a highly advanced knowledge of specialized subject matter; develops and maintains complex spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget and other purposes.
Develops and maintains specialized filing systems, including coding and indexing various records and/or legal documents; prepares master lists and control files.
Applies internal and external laws, regulations, ordinances and policies as they relate to assigned responsibilities; may produce and/or issue complex documents and complete complex forms for the purpose of documenting specialized program-related information.
As an incidental duty, may supervise a small group of clerical and/or technical employees; provides training as assigned; develops, organizes and distributes training materials as appropriate.

Benefits

Choice of three health plans: Kaiser Plan, Select Plan, and Premier Plan (employee pays portion of premium). Dependent coverage available.
Choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan (no cost for employee only coverage). Dependent coverage available.
Vision coverage through Vision Service Plan (VSP) (no cost for employee only coverage). Dependent coverage available.
Life insurance coverage provided by the County, with amounts varying based on years of continuous service ($1,000 to $10,000). Additional term life insurance may be purchased.
125 Flexible Benefits Plan: Health Flexible Spending Account ($2550 annual limit with $500 carry over) and Dependent Care Assistance Plan ($5000 annual limit).
Retirement Plan covered by the County Retirement Law of 1937.
Deferred Compensation plan under Section 457 of the IRS code (up to $22,500 annually or 100% of includible compensation, whichever is less; higher limits for those age 50+). Roth IRA also available.
Vacation accrual: 10 days/year up to 3 years, 15 days after 3 years, 20 days after 10 years, 23 days after 20 years.
14 paid holidays each year.
12 working days of sick leave annually with unlimited accumulation.
Sick leave incentive: eight hours administrative leave if leave balance equals at least one-half of the cumulative amount eligible to accrue and employee is on payroll for the entire calendar year.
Bereavement Leave: 3 days paid for qualifying family member, 2 additional days for spouse, domestic partner, parent or child.
Merit Salary Increase: New employees start at the first step and are eligible for increases after 52 weeks on each step.
Educational Reimbursement Program: Up to $850 per fiscal year for career-related coursework; up to $1600 per fiscal year for approved four-year college/university academic programs.
Parking Supplemental Downtown Stockton: County contributes up to $20 per pay period for parking in the Downtown Core Area.
School Activities: Up to 40 hours per year (not more than 8 hours per month) for participation in children's school activities.