Office Specialist Jobs

• Assisting customers in person or over the telephone with general questions regarding various public records
• Incumbents will be required to cover any of the following branch locations: Anaheim, Laguna Hills, and Santa Ana (County Administration South building or Old Orange County Courthouse)
• Cashiering customer purchase transactions
• Issuing Public and Confidential Marriage Licenses. Performing Civil Marriage ceremonies
• Registering and filing Notary Public paperwork. Processing Notary Journals and keeping the log updated
• Processing Legal Document Assistant, Unlawful Detainer Assistant, Professional Photocopier Copier, and Process Server Registrations
• Reviewing passport book and card applications for acceptance and submitting them to the regional office. Producing passport photos for customers
• Assisting public customers to obtain Birth, Death, and Marriage certificates and Official Record copies
• Filing Fictitious Business Name Statements, Abandonments, Withdrawals, and Publications electronically, through the mail, and in person

The Office Specialist for most other County vacancies will be responsible for the following:
Office Specialists perform specialized office duties and are responsible for various tasks requiring extensive related experience, thorough knowledge of methods and procedures applicable to the assignment, and the exercise of considerable discretion and responsibility for decision-making in performing work. The Office Specialist will be responsible for the following:

• As a continuing primary responsibility, perform complex office work involving the analysis of a variety of source materials and a thorough understanding of policies, procedures, terminology and various applicable regulations in order to obtain necessary data.
• May act as lead worker for employees in the same or lower level classes; assist in training new employees; act for supervisor in his or her absence.
• In addition to the primary responsibilities, may perform a variety of keyboarding duties including typing, data entry, manipulation, retrieval of information; and other general office duties.
• Answer questions that involve searching for and abstracting technical data and detailed explanations of regulations, policies or procedures and refer to immediate supervisor only matters requiring policy decisions.
• May interact/assist with the public or others in difficult situations which require obtaining necessary information in order to gain cooperation.
• May compile a variety of narrative and statistical reports by locating sources of information, devising forms to secure data and determining proper format for finished report.

CORE COMPETENCIES
Candidates will possess experience with the following core competencies:

• Reading and interpreting complex policies, regulations, and guidelines
• Demonstrating the principles of writing and grammar, in order to clearly and articulately convey complex information in a timely manner
• Valuing and participating in a free flow of information with others for the sake of a common goal
• Technical Knowledge | Office Experience
  • Maintaining and managing pertinent information by creating documents, spreadsheets, and other related documents using current computer systems and programs
  • Performing complex record keeping by being detail oriented with a high level of accuracy Processing, registering, and issuing public documents
  • Performing monetary transactions
  • Working independently
• Gathering, compiling, analyzing, and presenting data/information verbally and in writing
• Exercising discretion and maintaining confidential and/or sensitive information as dictated by the assignment
• Interacting in a professional and courteous manner
• Customer Service
  • Interacting in a professional and courteous manner
  • Anticipating and meeting customer needs
  • Establishing productive and professional relationships with customers
• Maintaining and managing pertinent information by creating documents, spreadsheets, and other related documents using current computer systems and programs
• Performing monetary transactions
• Performing complex record keeping by being detail oriented with a high level of accuracy Processing, registering, and issuing public documents
• Communication Skills
  • Valuing and participating in a free flow of information with others for the sake of a common goal
  • Demonstrating the principles of writing and grammar, in order to clearly and articulately convey complex information in a timely manner
  • Bilingual skills are highly desirable
• Working independently
• Establishing productive and professional relationships with customers
• Bilingual skills are highly desirable
• Analytical Skills
  • Reading and interpreting complex policies, regulations, and guidelines
  • Exercising discretion and maintaining confidential and/or sensitive information as dictated by the assignment
  • Gathering, compiling, analyzing, and presenting data/information verbally and in writing
• Anticipating and meeting customer needs

MINIMUM QUALIFICATIONS
NOTE: Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.).
Physical and Mental Requirements
Possess vision sufficient to read standard text and a computer monitor; speak and hear well enough to communicate clearly and understandably in person and over the telephone; body mobility to perform daily tasks within a standard office environment; manual dexterity sufficient to utilize office equipment and transport materials up to 10 pounds. Possess the ability to independently reason logically to reach conclusions and make decisions as well as remain calm and appropriately focused in different interpersonal situations.
Environmental Conditions
Function effectively in a standard office environment; handle changing priorities, deadlines and multiple assignments concurrently.
RECRUITMENT PROCESS
Human Resource Services (HRS) will screen all application materials to identify qualified candidates. After screening, qualified candidates will be referred to the next step and notified of all further procedures applicable to their status in the recruitment.
Application Screening (Refer/Non-Refer)
Applications and supplemental responses will be screened for qualifications needed to successfully perform the duties of this job. Only those applicants that meet the qualifications as listed in the job bulletin will be referred to the next step.
Online Assessment(s) (100% Weighted)
Candidates whose applications reflect the most job-related experience and training will be invited to online assessments. Only the most qualified candidates will be referred to the next step. All candidates will be notified via email of their status in the process.
Based on the Department's needs, the selection procedure listed above may be modified.
All candidates will be notified of any changes in the selection procedure.
Eligible List
Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies. Only the most successful candidates will be placed on the eligible list.
Please note: The information you provide on your application and/or response to the supplemental questions may be used as a scoring device, so please be thorough and complete in your response. "See Resume" is not a qualifying response and will not be scored in lieu of the required information.
Veterans Employment Preference Policy (VEPP)
The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here (Download PDF reader) to review the policy.

Please see below for important information regarding COVID-19 related recommendations.

Effective April 3, 2023, it is strongly recommended that County employees working in health care settings and correctional facilities follow vaccination and booster guidelines provided by the California Department of Public Health (CDPH) and the Centers for Disease Control and Prevention (CDC). Please click here to see the latest guidance for more details.

EMAIL NOTIFICATION:
Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.
NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.
Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com.
FREQUENTLY ASKED QUESTIONS:
For specific information pertaining to this recruitment, please contact Sam Apraku at 714-834-3116 or at [email protected].

Non-Management Benefits
In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays-we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS).

Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
http://www.ocers.org/active-member-information

Click here for information about benefits offered to County of Orange employees.