Staff Services Specialist Jobs

Salary: $50,211.20 - $67,288.00 Annually

Description

THIS POSTING IS FOR THE RESOURCE MANAGEMENT AGENCY BUT MAY BE USED FOR OTHER RECRUITMENTS COUNTY-WIDE .

Under general supervision, a Staff Services Specialist performs a variety of technical administrative duties in support of facilities management, budget, administrative functions, or department projects, or programs that require a thorough knowledge of the terminology, procedures, and practices for the assigned functional area. Areas of responsibility include, but are not limited to: researching, compiling, and reviewing data and information; processing financial and administrative records; creating and maintaining reports, records, spreadsheets, and files; coordinating technical administrative support services activities involving facility/fleet maintenance, office moves/setups (including telecommunications and information technology changes), program evaluation for funded programs; and participating in special projects, studies, and presentations.

DISTINGUISHING CHARACTERISTICS

The work performed emphasizes decisions, processes, and procedures that require incumbents to use substantial independent judgment within established laws, regulations, policies, and/or guidelines. Incumbents must apply a thorough knowledge of applicable laws, regulations, policies, and procedures in order to make both routine and non-routine decisions. When encountering a new or unfamiliar problem, incumbents are expected to evaluate the problem based on their knowledge and experience, and determine the appropriate course of action within their range of authority. However, these types of decisions and actions do not require complex analytical skills or methods, nor do they typically have significant strategic or policy impact. Instead, incumbents primarily support day-to-day departmental and/or program operations; and the scope, scale, and complexity of their work is limited.

REPORTS TO

May report to a designated manager in an administration, fiscal, or other related capacity.

CLASSIFICATIONS SUPERVISED

Assignments may focus on one or more of the areas identified below, or may serve as a generalist, performing a wide variety of duties involving multiple administrative functions

Assignments may include the supervision of subordinate clerical and/or support staff; however, supervision is not a critical allocation factor but rather an ancillary responsibility.

Typical Physical Requirements

Sit for extended periods; frequently stand and walk; bend, stoop, and kneel; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 lbs.; corrected hearing and vision to normal range; verbal communication; use of office equipment, including computer, telephone, calculator, copiers, and FAX.

TYPICAL WORKING CONDITIONS

Work is performed in an office environment; continuous contact with other staff and the public.

Example of Duties

Work Performed Duties may include, but are not limited to the following:

• Participates in departmental meetings; participates on committees and task forces to share information with other agencies or departments; contributes information and suggestions regarding how to improve the efficiency and effectiveness of assigned responsibilities
• Prepares and distributes written procedures and other informational materials pertaining to area of assignment; may provide training to groups and individuals regarding procedures and information
• Maintains routine and complex administrative, accounting, personnel, payroll, and/or fiscal records
• Prepares presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases, and spreadsheets
• Performs or coordinates technical administrative activities and projects
• Initiates and submits required documentation to purchase equipment, supplies, and other items within an established budget
• Distributes assignments to co-workers, subordinates, contractors, and others; functions as a program or project coordinator with delegated authority to direct the work of staff in a non-supervisory capacity
• Provides liaison and staff support to committees, commissions, and department management
• Answers questions and provides information to the public, contractors, and vendors; assists in the investigation of complaints and recommends corrective action as necessary to resolve complaints
• Reviews reports, logs, and other documents; obtains and compiles fiscal, statistical, and administrative data and information from multiple sources; tracks and maintains data and prepares summaries and reports for management; notes trends and areas of concern; provides comments and/or recommendations regarding policy, procedure, staffing, program, or organizational changes
• May supervise the work of subordinate clerical or para-professional support staff, with responsibility for assigning, reviewing and evaluating their work, and initiating appropriate corrective action when needed
• Participates in conducting surveys and studies; performs research to track administrative, fiscal, personnel, and operational performance
• Tracks progress of projects, payments, expenditures, and reimbursements
• Interprets general or program specific policies, procedures, rules, regulations, contracts, and/or labor agreements
• Reviews, verifies, and processes documents related to department activities including budgets, contracts, grants, claims, legislation, purchasing, and other specialized documents based on area of assignment
• Assists in the administration and coordination of special events, training, programs, or projects; assists in coordinating municipal activities among County departments and/or other organizations

For Support Services Option (in addition to the general duties):

• Acts as the departmental or agency-wide safety representative/coordinator; issues safety tips to staff, reviews and prepares safety policies, provides training to site safety coordinators, and ensures that safety-related reports and documentation are correct and timely
• Creates, maintains, and monitors facility related agreements and contracts with outside vendors and contractors; monitors vendor/contractor/landlord performance, ensuring discrepancies or problems are resolved and work is done in accordance with contractual requirements
• Plans and facilitates the relocation of individual personnel and/or department locations; coordinates needed assistance for staff or office moves, including information technology, communications, and professional movers
• Receives and prioritizes information on safety and maintenance issues from various sources such as incident reports, hazard reports, service complaints, and/or maintenance requests
• Drafts and/or designs proposed space configurations (e.g., electrical outlet and network drop placements, furniture placement and configuration, equipment placement)
• Locates and obtains required resources to resolve problems and ensures that proposed solutions comply with established laws, regulations, polices, procedures, and guidelines
• Responds to facility-related emergencies
• Coordinates technical administrative activities involving facility/fleet maintenance, office moves/setups (including telecommunications and information technology changes), safety and incident reporting, and storekeeping/records management
• Obtains and evaluates cost estimates/bids from vendors and makes recommendations to management
• Coordinates services and repairs with maintenance staff and/or vendors; conducts inspections, investigations, or interviews as needed to identify problems

For Program Services Option (in addition to the general duties):

• Develops and compiles training materials; trains extra-help staff and volunteers
• Researches and develops public information and educational materials; participates in community outreach efforts to publicize department programs
• Collects, compiles, and tracks data, including caseload data, and provides data summaries, reports, and/or recommendations for program improvement

Minimum Qualifications

Two (2) years of full-time experience performing journey-level clerical, secretarial, or administrative support work.
And
Education
Equivalent of two years (60 semester or 90 quarter units) of coursework in business administration, public administration, personnel, statistics, economics, accounting, or a closely relate field from an accredited college or university.
Depending on the assignment, experience involving support services, personnel services, program services, or another specific type of administrative service area may be desirable.
Substitution: Additional experience performing routine or complex clerical duties may be substituted for the required education on a year-for-year basis.
Other Information: Some positions in these classifications may require possession of a valid California driver license. Employees who drive on county business to carry out job-related duties must possess a valid California driver license for the class of vehicle driven and meet automobile insurability requirements of the county. Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on a case-by-case basis by the appointing authority.
Knowledge Of/Ability To
Knowledge Of

• Basic techniques of project management
• Principles of effective customer service
• Principles and practices of effective record keeping
• Computer equipment and general office software, including word processing, spreadsheet, electronic mail, and database
• English usage, including correct grammar, spelling, and punctuation
• Fundamental arithmetic principles and methods including addition, subtraction, multiplication, division, percentages, and fractions
• Fundamental governmental functions and organizations
• Technical principles and methods of investigating and resolving administrative problems
• Basic principles and practices of fiscal, statistical, and administrative research
• Principles of effective business communication, including the development of correspondence, reports, and presentations
• Fundamental statistical methods

For Program Services Option (in addition to the general KSAs):

• Laws, regulations, and terminology related to program(s) in area of assignment.
• Community outreach and public relations practices and techniques
• Programs available to client population served by the department

Ability To

• Reason logically and methodically
• Prepare reports and cost projections using readily available information
• Establish priorities, organize work, and meet deadlines
• Provide training and guidance to co-workers, subordinates, and other department staff
• Communicate effectively orally and express ideas clearly
• Collect, compile, analyze, and present a variety of data in a meaningful way
• Compose professional quality correspondence and letters; write technically detailed reports
• Work independently and accept responsibility for actions
• Read, understand, interpret,and explain complex policies, regulations, legislation, and operating procedures
• Establish and maintain effective working relationships; act as an effective team player
• Effectively listen to others, identify, and resolve central problems or issues
• Coordinate the efforts of multiple individuals to achieve a work objective
• Learn and understand the organization and operations of the assigned area and/or outside agencies
• Communicate effectively, in writing, using proper English, including grammar, punctuation, and spelling
• Gather, tabulate, validate, summarize, and present data in a meaningful way
• Make administrative decisions and take actions based on the interpretation of laws and regulations as well as operating policies and procedures
• Prioritize assignments based on broad criteria
• Supervise clerical and/or support employees, if required by the position
• Recommend and implement procedural changes/improvements
• Operate a personal computer utilizing spreadsheet, word processing, and database software at an intermediate to advanced level

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.

• 15 + years of service = 20 days per year
• 10 to 14 years of service = 18 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
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.

• Yes

02
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. I have read and understand the statement above concerning submission of supplemental questionnaire responses.

• Yes
• No

03
Does your experience include two years of full-time experience performing journey-level clerical, secretarial or administrative support work?

• No
• Yes

04
Do you have the equivalent of two years (60 semester or 90 quarter units) of coursework in business administration, public administration, personnel, statistics, economics, accounting or a closely related field?

• No
• Yes

05
Does your experience include an additional two years performing routine or complex clerical duties?

• Yes
• No

06
Do you possess a valid CA driver's license?

• Yes
• No

Required Question
Closing Date/Time: 9/8/2023 5:00 PM Pacific