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 INFORMATIONQUALIFICATIONS 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 June 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 Madera. 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 916-323-2360 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. 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.ABOUT MADERA COUNTYMadera County is located at the geographic center of California, in the heart of the San Joaquin Valley and the central Sierra Nevada mountains. The south-easternmost section of beautiful Yosemite National Park is also located in the northeastern portion of Madera County. Employment in the County shows that 54% are employed in the private sector, 12% in government, and 34% are self-employed. The County enjoys a favorable cost of living, lower than the national average, with housing costs coming in lower than the California average. The area is rich in agriculture, and is home to many fine wineries, the Madera Wine Trail, and many family-friendly parks and trails. Many outdoor recreational opportunities are available within Yosemite.