What are the responsibilities and job description for the Office Assistant III position at CalHR?
JOB
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.
EXAMPLE OF DUTIES
Duties may include, but are not limited to the following: 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.EMPLOYMENT STANDARDS Knowledge of: General office functions, procedures, equipment, and filing systems.General goals and purposes of department programs, services, and operations.English grammar, spelling, and punctuation.Standard formats and vocabulary used in business correspondence.Basic supervisory and training and development principles and practices.State, County, or Department computer systems.Word processing, spreadsheet, database, email, calendaring programs, and automated systems.Ability to: Explain policies, procedures, and regulations governing program operations.Analyze situations involving complex rules and regulations and demonstrate good judgment when resolving differences.Provide effective verbal and written instruction to others.Prioritize, plan, and organize one's own work.Conduct interviews and record information simultaneously.Quickly and accurately enter and retrieve data using an automated data system.Identify and correct inaccurate or inconsistent information.Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.Provide direction to and train subordinate staff.Work cooperatively as part of a team.Listen attentively and understand oral information provided.Maintain flexibility in daily activities and decision making.
SUPPLEMENTAL INFORMATION
EXAMINATION INFORMATION QUALIFICATIONS APPRAISAL PANEL – WEIGHTED 100%The Qualifications Appraisal Panel examination will consist of an oral interview either virtually or in person. In order to obtain a position on the eligible list, a minimum rating of 70% must be attained. It is anticipated that the examination will be held during July 2024. Competitors who do not appear for the examination will be disqualified. ELIGIBLE LIST INFORMATIONA departmental open eligible list will be established for the county of Imperial. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period. SPECIAL TESTING ARRANGEMENTSSpecial testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at mssprogram@calhr.ca.gov or 916-909-3251 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination. APPLICATION DOCUMENTSIf you are using education to meet the minimum qualifications, you must attach your transcripts to your application. 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. GENERAL INFORMATIONMSS 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.General Qualifications: 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. EQUAL EMPLOYMENT OPPORTUNITYThe Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.ADDITIONAL INFORMATION A valid driver's license is required at the time of appointment and employees may also be required to drive their own car, provide proof of car insurance. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis. This position may require pre-employment drug testing, a physical examination, and fingerprinting for a background investigation. This position may be stationed at one of the various County of Imperial Department of social Services offices located in Brawley, El Centro, and CalexicoGovernment 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. Employees in this position will be required to drive in and out of the county to conduct business. Employees may be required to work with clients of various age groups and clients with mental health issues, physical health issues, substance abuse issues, victims of abuse and/or domestic violence, at risk of abuse, and financial instabilityEmployees may encounter hostile and emotionally troubled clients, including children and parents under the influence of controlled substances and alcohol.The ability to speak, read, and write Spanish in addition to English would be an asset in this position but is not required. Applicants for English/Spanish bilingual designated positions must take and pass the bilingual proficiency examination administered by the California Department of Human Resources, Merit System Services. This recruitment is open to all current probationary or permanent employees of Imperial County. Please note: Effective February 11, 2020, Extra-Help employees are eligible to apply for this position. Please refer to the Extra-Help Pilot Program available online through the Human Resources website https://hr.imperialcounty.org/ for eligibility criteria. Extra-Help employees certified by Human Resources will be eligible to apply for inter/inta departmental recruitments. To become certified, the extra-help employee must meet one of the following criteria: (1) have worked for the County for one (1) consecutive year at the time the recruitment is officially opened; or (2) have been hired for formal recruitment.All Imperial County employees are considered Disaster Service Workers and might be required to take the associated FEMA training ABOUT IMPERIAL COUNTY Imperial County is located in the Imperial Valley in the southeast of California, bordering Arizona and Mexico, with the Colorado River forming the County's eastern boundary. Imperial County is a major agricultural center, producing half of the nation's winter vegetables, as well as extensive renewable resources, such as geothermal, wind, and solar. Off-road enthusiasts are drawn to the Imperial Sand Dunes Recreation area, and the Colorado River is a popular destination for watersports, including fishing, boating, and water skiing. Fans of the popular movie, The Return of the Jedi, will recognize the Algodones Sand Dunes, where the movie was filmed.
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.
EXAMPLE OF DUTIES
Duties may include, but are not limited to the following: 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.EMPLOYMENT STANDARDS Knowledge of: General office functions, procedures, equipment, and filing systems.General goals and purposes of department programs, services, and operations.English grammar, spelling, and punctuation.Standard formats and vocabulary used in business correspondence.Basic supervisory and training and development principles and practices.State, County, or Department computer systems.Word processing, spreadsheet, database, email, calendaring programs, and automated systems.Ability to: Explain policies, procedures, and regulations governing program operations.Analyze situations involving complex rules and regulations and demonstrate good judgment when resolving differences.Provide effective verbal and written instruction to others.Prioritize, plan, and organize one's own work.Conduct interviews and record information simultaneously.Quickly and accurately enter and retrieve data using an automated data system.Identify and correct inaccurate or inconsistent information.Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.Provide direction to and train subordinate staff.Work cooperatively as part of a team.Listen attentively and understand oral information provided.Maintain flexibility in daily activities and decision making.
SUPPLEMENTAL INFORMATION
EXAMINATION INFORMATION QUALIFICATIONS APPRAISAL PANEL – WEIGHTED 100%The Qualifications Appraisal Panel examination will consist of an oral interview either virtually or in person. In order to obtain a position on the eligible list, a minimum rating of 70% must be attained. It is anticipated that the examination will be held during July 2024. Competitors who do not appear for the examination will be disqualified. ELIGIBLE LIST INFORMATIONA departmental open eligible list will be established for the county of Imperial. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period. SPECIAL TESTING ARRANGEMENTSSpecial testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at mssprogram@calhr.ca.gov or 916-909-3251 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination. APPLICATION DOCUMENTSIf you are using education to meet the minimum qualifications, you must attach your transcripts to your application. 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. GENERAL INFORMATIONMSS 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.General Qualifications: 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. EQUAL EMPLOYMENT OPPORTUNITYThe Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.ADDITIONAL INFORMATION A valid driver's license is required at the time of appointment and employees may also be required to drive their own car, provide proof of car insurance. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis. This position may require pre-employment drug testing, a physical examination, and fingerprinting for a background investigation. This position may be stationed at one of the various County of Imperial Department of social Services offices located in Brawley, El Centro, and CalexicoGovernment 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. Employees in this position will be required to drive in and out of the county to conduct business. Employees may be required to work with clients of various age groups and clients with mental health issues, physical health issues, substance abuse issues, victims of abuse and/or domestic violence, at risk of abuse, and financial instabilityEmployees may encounter hostile and emotionally troubled clients, including children and parents under the influence of controlled substances and alcohol.The ability to speak, read, and write Spanish in addition to English would be an asset in this position but is not required. Applicants for English/Spanish bilingual designated positions must take and pass the bilingual proficiency examination administered by the California Department of Human Resources, Merit System Services. This recruitment is open to all current probationary or permanent employees of Imperial County. Please note: Effective February 11, 2020, Extra-Help employees are eligible to apply for this position. Please refer to the Extra-Help Pilot Program available online through the Human Resources website https://hr.imperialcounty.org/ for eligibility criteria. Extra-Help employees certified by Human Resources will be eligible to apply for inter/inta departmental recruitments. To become certified, the extra-help employee must meet one of the following criteria: (1) have worked for the County for one (1) consecutive year at the time the recruitment is officially opened; or (2) have been hired for formal recruitment.All Imperial County employees are considered Disaster Service Workers and might be required to take the associated FEMA training ABOUT IMPERIAL COUNTY Imperial County is located in the Imperial Valley in the southeast of California, bordering Arizona and Mexico, with the Colorado River forming the County's eastern boundary. Imperial County is a major agricultural center, producing half of the nation's winter vegetables, as well as extensive renewable resources, such as geothermal, wind, and solar. Off-road enthusiasts are drawn to the Imperial Sand Dunes Recreation area, and the Colorado River is a popular destination for watersports, including fishing, boating, and water skiing. Fans of the popular movie, The Return of the Jedi, will recognize the Algodones Sand Dunes, where the movie was filmed.
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