Services Support Assistant II

CalHR•Susanville, CA

6d•Onsite

About The Position

The Services Support Assistant I and II operates a variety of department automated systems, equipment, or specialized software programs (such as MEDS, C-IV, CWS/CMS, CMIPS, etc.; performs data management responsibilities for program support functions; performs a variety of specialized clerical duties in support of professional and technical casework staff; and performs related work as required. Working under general supervision, the Services Support Assistant II classification is the journey level in the Services Support Assistant series. Employees at this level are expected to be fully qualified and able to operate a variety of data operating systems and programs used by the department in order to perform day-to-day assignments with a sustained high level of speed and accuracy. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Services Support Assistants I, or if filled from the outside, require prior related experience. The Services Support Assistant I/II classification differs from Office Assistant I/II classification in that the primary function of the former is to perform administrative program support and data management for a Department's automated systems, requiring a sustained high level of speed and accuracy. The primary function of an Office Assistant I/II is office support, including a variety of clerical activities related to filing, reception, form processing, record maintenance, and mail as well as some data entry. Incumbents in the Services Support Assistant I/II classification typically receive supervision from an Office Assistant Supervisor, or other higher-level supervisor or manager.

Requirements

One (1) year of full-time experience performing duties of a Services Support Assistant I; OR Two (2) years of full-time experience performing financial or statistical recordkeeping; or producing a variety of work products using a statewide automated system or software applications; OR Successful completion of thirty (30) college semester units or forty-five (45) quarter units from an accredited college or university; AND One (1) year of full-time experience performing financial or statistical recordkeeping; or producing a variety of work products using a statewide automated system or software applications.
Personal computer operating systems, software applications (MS Office, etc.) and related equipment
Statewide operating systems (C-IV, MEDS, CWS/CMS, CIMPS, etc.)
Department programs, functions and objectives
Legislation, rules, regulations, policies and procedures related to multiple public assistance programs and related case administration techniques
Work methods and techniques used by program staff
Methods and techniques used in researching, proofing, evaluating, gathering, organizing, and arranging data
Report writing and proper format and style
Effective methods of training and presentations skills
Record keeping and time-management practices and procedures
Modern office practices and procedures
Correct English usage, spelling, grammar, and punctuation
Basic arithmetic
Understand and carry out oral and written instructions
Exercise sound and independent judgment in determining and selecting appropriate processes, alternatives, forms and desired actions within established work practices, procedures and commonly used regulations
Learn and perform assigned tasks and routines
Learn and develop skills with computer software programs or automated systems
Evaluate and interpret information using an automated system and troubleshoot identified problems
Prepare a variety of reports, correspondence, documents, statistical data, graphs, and charts using a computer and software packages
Provide training and assistance for others in using assigned systems or software
Read and understand detailed and complicated instructions
Understand, interpret and apply rules and regulations; determine the impact of regulations on local operations and systems
Organize work and budget time efficiently
Work productively under time pressure and with interruptions
Exercise tact when dealing with others
Establish and maintain cooperative working relationships with those contacted in the course of work

Responsibilities

Performs data entry transactions for case management, aid authorization, imaging, and/or statistical data maintenance
Operates a variety of operating systems, software, or related equipment for which routines and procedures are well defined and there is limited requirement for interpretation and adaptation of instructions to support a department's programs, services, and administrative functions
Maintains files and generates routine reports and documents using system resources
Reviews and reconciles system information (MEDS, C-IV, CWS/CMS, CMIPS, or other automated systems); assesses and updates records; may take other corrective action as authorized
Researches procedures, regulations, and/or technical materials as necessary
Uses manuals, utilization guides, and All County Letters (ACL); System Change Requests (SCR), etc. to review upcoming changes to regulations, programs and systems to keep knowledge current
Troubleshoots problems with individual records, cases or participants by applying rules and regulations; provides information to and interacts with case workers to correct issues or coordinates with the help desk to solve problems
Coordinates with department supervisors and management in producing and maintaining files, information systems, and composing and creating reports
Gathers data, conducts surveys, prepares reports, and develops training materials for system users.
Creates spreadsheets, report formats, forms, and record maintenance systems
Responds to a variety of public, staff, and management inquiries, providing the requisite information, or referring the requests to supervisory and staff as appropriate
Attends meetings and represents the department at meetings with other departments and agencies for information sharing, system improvements and implementation of changes
Assists in special projects designated by the department management
Performs related duties as assigned