Senior Office Assistant

Salary: $18.27 - $23.44 Hourly
Location : Eureka, CA
Job Type: Full-time
Job Number: MSS04149
Department: DHHS-Merit System Services
Opening Date: 12/15/2023
Closing Date: 12/29/2023 11:59 PM Pacific
DEFINITION
This is a County of Humboldt job position; however, the job application is submitted through Merit System Services. To apply for this position, click on this link
Under general supervision, assigns, directs and reviews the work of a small office support staff; provides difficult or specialized office support to various County offices; performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
This is either the working lead level in the office support series with responsibility for providing direction to a group of Office Assistants performing similar work, or is the specialist level that performs difficult, technical, complex or specialized office support duties. This is not considered a supervisory class in that the selection, evaluation and discipline of employees is normally not assigned to this level and the number of employees for which direction is provided is limited. This class is distinguished from Office Services Supervisor in that the latter is the first full supervisory level in this series.
EXAMPLES OF DUTIES

• Provides lead direction, training and work review to a small office support staff; organizes and assigns work, sets priorities and follows up to ensure coordination and completion of assigned work.
• Provides input into selection decisions, performance evaluations, disciplinary matters and other personnel decisions.
• Performs difficult, complex technical and/or specialized office support work, which may require the exercise of independent judgment, the application of technical skills and a knowledge of detailed or specialized activities related to the department to which assigned.
• Researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations.
• Provides information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures.
• Organizes and maintains various departmental files.
• Types correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions, using a typewriter, word processor or computer terminal.
• Proofreads and checks typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations.
• Enters and retrieves data and prepares reports using an online or personal computer system; reviews such reports for accuracy and makes corrections as required; may perform complex production computer information entry.
• Attends to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date.
• Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call.
• Processes forms and records such as work orders, purchase requisitions and others related to the organizational unit; operates standard office equipment.

QUALIFICATIONS
Knowledge of:

• Basic supervisory principles and practices.
• Office administrative practices and procedures, including filing and the operation of standard office equipment.
• Basic business data processing principles and the use of word processing or personal computing equipment.
• Policies and procedures related to the department to which assigned.
• Proper form for typed materials.
• Business arithmetic, including percentages and decimals.
• Correct English usage, including spelling, grammar and punctuation.
• Basic record keeping principles and practices.

Skill in:

• Planning, assigning, directing and reviewing the work of others.
• Training others in work procedures.
• Performing technical, specialized, complex or difficult office support work.
• Analyzing and resolving varied office administrative problems.
• Organizing, prioritizing and coordinating work activities.
• Reading and interpreting rules, policies and procedures.
• Organizing, researching and maintaining office files.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Composing routine correspondence from brief instructions.
• Using initiative and sound independent judgment within established procedural guidelines.
• Operating standard office equipment, including a word processor and/or personal or on-line computer.

Other Requirements:

• Specified positions may require the possession of a valid California driver's license.
• Specified positions may require skill in typing accurately at a rate sufficient to produce final documents and enter information into a computer system.

Desirable Education and Experience:

• A typical way to obtain the knowledge and skills outlined above is: One year of office support experience at a level equivalent to the County's class of Office Assistant II.

WORKING CONDITIONS & ADDITIONAL INFORMATION
CalPERS Retirement

• Tier I: Prior to 7/5/2012: 2.7 @ 55
• Tier II: Post 7/6/2012: 2.0 @ 55
• Tier III: Post 1/1/2013: 2.0 @ 62

Selection Procedure
The County's Human Resources system operates by a set of rules and procedures which ensure that employees are hired and promoted on the basis of merit and fitness for the job. Jobs are filled through competitive examinations.
A complete online application is required for this position. All application materials will be reviewed by a panel of subject matter experts. Those candidates considered to be the most qualified, based on the application materials submitted, will be invited to a written and/or oral examination, or an evaluation of education and experience.
Policy of Nondiscrimination
The County of Humboldt does not discriminate on the basis of mental or physical disability in the admission or access to, treatment or employment in, its programs or activities. Human Resources is wheelchair-accessible by entering the Courthouse from the ramp located on the east side of the building next to the marked handicapped parking. Special testing arrangements may be made to accommodate disabilities or religious convictions. Contact Human Resources at (707) 476-2349 well in advance of the examination for assistance.
The County is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances. Reasonable accommodation may be made in the testing procedure as well as the work site. If you need accommodation for an exam due to a disability, please contact the Human Resources office as soon as possible.
How to Apply
A complete, original application must be filed for each position you are interested in applying for. Although this is a County of Humboldt job position, and you may access the job flyer at http://www.humboldtgov.org/hr , the application must be submitted through the Merit System Services website at www.mss.ca.gov no later than the final filing date listed on the job flyer. The link for the Merit System Services website is located at the top of the job flyer. All applications are screened by subject matter experts. The most qualified candidates may then be invited for further testing.
It is important that your application show all the relevant experience and education you possess.
Please read the job requirements section of the announcement. Be sure you meet these requirements since they will be carefully evaluated during the selection process. Your performance in this examination will be compared with the performance of others who take the test. All candidates who pass will be ranked according to their scores. The examination results will be emailed to you as quickly as possible. Scores will be provided in writing only.
To fill a vacancy, Merit Systems Services furnishes the employing department with the most qualified candidate names for the position.
Supplemental Information
TRAINING & EXPERIENCE EXAMINATION - WEIGHTED 100%
The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate's knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.
Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.
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 or 916-323-2360 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.
MEDICAL EXAMINATION: A pre-employment medical examination provided by the County may be required upon offer of employment.
OTHER EXAMINATIONS: Some positions also require psychological evaluation and/or extensive background investigation.
LICENSES: Some classifications require possession of valid professional and/or technical licenses. Some classifications may require the possession of a valid California driver's license.
PROBATIONARY PERIOD: Persons appointed to regular County positions serve a probationary period. This is normally six months, but may be up to one year. All designated safety employees serve a one year probationary period.
EMPLOYMENT ELIGIBILITY: It is the County's intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.
The County is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances. Reasonable accommodation may be made in the testing procedure as well as the work site. If you need accommodation for an exam due to a disability, please contact the Human Resources office as soon as possible.
All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.