DEFINITION
Under general supervision, to plan, organize, supervise, and participate in the work of an office support functions for an assigned work unit; to establish and maintain administrative records; may be assigned to oversee document screening for data entry into an automated computerized record keeping and information system; and to do related work as required.
DISTINGUISHING CHARACTERISTICS
This is the first full supervisory level in the Offices Assistant class series. This class is distinguished from Office Assistant III in that incumbents exercise full supervisory responsibilities rather than lead and work coordination responsibilities.
REPORTS TO
A variety of County supervisory or management positions, depending upon the department or program area where assigned.
CLASSIFICATIONS SUPERVISED
Office Assistant I, II, and III and/or Account Clerk I, II, III
Typical Physical Requirements
Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment, including telephones, calculators, copiers, facsimile equipment, and computers and related peripheral equipment such as printers and scanners.
TYPICAL WORKING CONDITIONS
Work is performed in an office environment; continuous contact with other staff; some contact with the public. Work may involve some stressful situations and include exposure to erratic and sometimes threatening behavior.
(The following is used as a partial description and is not restrictive as to duties required.)
Plans, organizes, coordinates, and supervises the office and administrative support functions for an assigned work unit; assigns, may supervise document screening and data entry into an automated computer system; selects, trains, evaluates, and disciplines subordinate staff; determines the need for staff training and oversight and provides appropriate training and direction; schedules and monitors workload to ensure completion within established regulations, procedures, and time lines; develops or revises work practices and procedures to ensure efficiency and conformance with technical requirements and management direction; arranges for
additional staffing to meet established objectives; holds individual and/or group meetings to explain or interpret rules, regulations, and work procedures; performs the more difficult and responsible duties assigned to the section and relieves office support staff of assigned duties, as needed; handles difficult situations with the public and explains regulatory and procedural guidelines; establishes and updates administrative records and summaries for sections supervised, such as budgetary, personnel, payroll, production output, inventory control, work load, and workflow records; updates regulatory and procedure manuals; operates and oversees the operation of automated systems, requiring the interpretation of system requirements and assisting with the layout and formatting of fields, screens, and reports used in database, spreadsheet, or word processing software; may operate and oversee the development of production reports using an on-line, interconnected automated computer system.
Required
A typical way to obtain the required knowledge and abilities would be
Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying.
One year of experience performing advanced journey level, or lead worker, office support duties.
Knowledge Of
Policies, procedures, programs, and goals of the Department and unit where assigned.
Thorough knowledge of specialized areas of office support where assigned.
Good publicrelations techniques.
Maintenance of files and information retrieval systems.
Computers and software used in office and administrative support work.
Modern office methods and procedures.
Business letter writing.
Correct English usage, spelling, grammar, and punctuation.
Basic mathematics.
Principles of supervision, training, work coordination, planning, and employee evaluation.
Ability To
Maintain on-going responsibility for the office support functions of an assigned work area or unit.
Select, train, supervise, evaluate, and discipline subordinate staff.
Exercise sound judgment when organizing, directing, and prioritizing unit activities.
Perform a variety of complex administrative, office, and general support work with minimal guidance and supervision.
Understand and apply regulatory, office practices, and procedural guidelines to a variety of unrelated situations.
Communicate the interpretation and application of complex regulations and procedures pertaining to the responsibilities of the unit.
Provide verbal and written technical direction to others.
Follow oral and written directions and instructions.
Learn the operation of automated data and information systems and accurately enter data into those systems.
Deal tactfully and courteously with the public and other staff when explaining the functions
and policies of the work area where assigned.
Establish and maintain cooperative working relationships.
In accordance with California Government Code section 3100, et., seq., all County of San Benito employees are considered disaster service workers who may be required to report for duty, or remain on duty to address disaster service activities in the event of an emergency or disaster and are required to undertake an applicable loyalty oath.
San Benito County Benefits
Employees in regular, full-time positions will be eligible to participate in the following employee benefits:
Pay Day: Employees are paid bi-weekly.
Insurance Deductions: The insurance and benefits deductions will take place bi-monthly, normally the first two pay periods of the month. Bank/Credit union and 457 Retirement Deferrals deductions will take place bi-weekly.
Vacation: Based on continued years of service. Maximum accruals may apply depending on the bargaining unit.
- 10 to 14 years of service = 18 days per year
- 15 + years of service = 20 days per year
- 5 to 9 years of service = 15 days per year
Administrative Leave: Management employees receive 80 hours of administrative leave per calendar year. Forty (40) unused hours can be paid out at the end of the calendar year. Administrative leave is pro-rated.
Holidays: 13.5 holidays (including 3 floating) for most employees. Safety officers and dispatchers receive approximately 5% holiday pay in addition to their base pay in lieu of paid holidays off.
Sick Leave: 15 days per year. Maximum accruals apply.
Health Plan: Comprehensive medical and dental plans available for full-time employees. Employees appointed to a regular position at a time base of 50% or higher are also eligible to participate.
Vision Plan: MES Vision Plan offered which offers exams, frames and lenses on a 12-24-24 basis. The County pays for employee coverage and the employee can pay for dependent coverage. This benefit is available to FULL-TIME employees only.
Employee Assistance Program: The County provides confidential short-term counseling services to employees and dependents. Any regular employee is eligible for up to a total of three (3) hours of counseling sessions within any six (6) month period per County employee. Up to a maximum of six (6) sessions per calendar year are allowed per family
Life Insurance/AD&D: County pays for a $20,000 BASIC life insurance policy for each employee. Two other VOLUNTARY life insurance plans available, including AD&D.
Disability Insurance: General, Confidential and Management groups participate in the State Disability Insurance.
Credit Union: Membership to the Santa Clara Federal Credit Union is available to San Benito County employees.
Deferred Compensation: Employees may participate in tax-deferred retirement savings. Three 457 plans are available. Employees may rollover funds from prior 401k or 457 accounts. IRS limits apply.
Retirement: Regular employees will be enrolled into the CalPERS retirement system in accordance with the Public Employees' Retirement Law. Employee contributions vary according to bargaining unit.
All New Miscellaneous (non-Safety) employees enrolled into the CalPERS retirement system participate in the full formula of 2% at 62. Miscellaneous employees participate in Social Security in addition to CalPERS.
New Safety employees are covered by the safety full formula 2.7% at 57. Safety employees contribute 9% of the employee contribution. Safety employees do not participate in Social Security.
Supplemental Insurance: Employees may participate in various AFLAC plans such as accident, disability, and cancer insurances.
Additionaly, employees can enroll into a pre-tax cafeteria plan and flexible spending accounts including Unreimbursed Medical ($2500) and Dependent Care ($5000).
Health, Dental and Vision Insurance
Retirement Formula Local MISC 2% @ 62 for New PERS Members
Social Security (non-safety)
Vacation Based on Continued Years of Service
Sick Leave 15 Days Annually
Floating Holiday
457 Deferred Compensation
Credit Union
Flexible Spending Account
Employee Assistance Program
Group Life Insurance
Additional Optional Life Insurances & AD&D
Tuition Reimbursement
01
Please be sure to answer the supplemental questions thoroughly and accurately. Applicants are responsible for clearly, completely, and accurately identifying their qualifications. Your responses to the questions must be supported by both the work experience listed on your application as well as your resume. The rating of the supplemental questions may determine your application status and/or rank on the eligible list. Answers such as "see resume" or "see above" will remove you from consideration. I have read and understand the statement above concerning submission of supplemental questionnaire responses.
02
I understand all County employees will be required to take an Oath of Office and will be called upon to act as Disaster Service Workers, when needed.
03
Please indicate your highest level of education.
- Associate's Degree
- Some College
- Master's Degree
- Doctoral Degree
- High School, GED, or equivalent
- Bachelor's Degree
04
How many years of experience do you have performing advanced journey level, or lead worker, office support duties?
- 3 years or more
- 2 years or more
- 1 year or more
- 4 years or more
- Less than 1 year
- 5 years or more
05
Briefly describe your experience and/or training in the four areas listed below. Please note that it is not necessary to have experience in all of the areas listed in order to be considered. If you have no comment to a question, write "none" for the appropriate item. A. Independently composing letters, memoranda, email, other correspondence and taking meeting minutes B. Maintaining up-to-date files, records, and databases C. Performing customer service and working with the public D. Working with executives, management and/or public officials
06
Please describe a situation in which you were required to manage multiple projects at the same time.
07
Please describe your degree of knowledge and skills with Outlook, Word, Excel and Adobe. Provide specifics regarding your experience with the above applications. Incomplete answers, including "see resume", may remove you from further consideration.
08
What is your experience in supervising, planning, coordinating and directing the work of others in assigned functions? Include scheduling workload and delegating assignments.
09
Describe your experience preparing and maintaining the schedules and/or office calendars of multiple people for whom you provide administrative support. What tools or techniques have you used in the past to prioritize your tasks and ensure nothing "falls through the cracks"?
Required Question
Closing Date/Time: 8/18/2023 5:00 PM Pacific
Salary: $44,657.60 - $59,862.40 Annually
