Bilingual Office Assistant III

County of San Benito; Hollister (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

Le County of San Benito recherche un Assistant Administratif Bilingue III pour son département des probation, impliquant un travail administratif complexe et un contact avec le public. Ce poste exige une expérience en soutien administratif et des compétences en communication en anglais et espagnol. Les candidats doivent être prêts à travailler dans un environnement de bureau dynamique tout en assurant un soutien efficace à divers départements.

Benefits

Assurance santé à coût réduit

Congés payés

Retraite CalPERS

Qualifications

• Minimum de 2 ans d'expérience en soutien administratif.
• Capacité à utiliser des logiciels de bureautique courants.
• Bonne maîtrise de l'anglais et de l'espagnol.

Responsibilities

• Gérer les opérations de bureau et fournir un soutien administratif.
• Répondre aux appels et visiteurs, fournir des informations.
• Tenir des registres et dossiers financiers et statistiques.

Skills

Communication

Organizational Skills

Bilingual (English/Spanish)

Education

High School Diploma or equivalent

Job description

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Description

THIS IS A BILINGUAL (ENGLISH/SPANISH) RECRUITMENT FOR THE PROBATION DEPARTMENT; HOWEVER, IT MAY BE USED FOR OTHER DEPARTMENTS COUNTY-WIDE.

Under general supervision, to perform a variety of the more difficult and complex office, administrative, and general support work for an assigned County department or work unit; to perform financial and statistical record keeping; to greet office visitors and answer the telephone, providing information and referring visitors/callers to others; to operate and use computers and office equipment; and to do related work as required.

Description

THIS IS A BILINGUAL (ENGLISH/SPANISH) RECRUITMENT FOR THE PROBATION DEPARTMENT; HOWEVER, IT MAY BE USED FOR OTHER DEPARTMENTS COUNTY-WIDE.

Under general supervision, to perform a variety of the more difficult and complex office, administrative, and general support work for an assigned County department or work unit; to perform financial and statistical record keeping; to greet office visitors and answer the telephone, providing information and referring visitors/callers to others; to operate and use computers and office equipment; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

This is the advanced, specialized working level in the Office Assistant class series. Incumbents have responsibility for performing a variety of the more difficult and complex office, administrative, and general support work. They may be assigned on-going responsibility for the office support functions of a work unit and provide lead direction and work coordination for other staff. This class is distinguished from Office Assistant II in that incumbents perform more complex work assignments and may be assigned work coordination and lead responsibilities.

REPORTS TO

A variety of County supervisory or management positions, depending upon the department or program area where assigned.

CLASSIFICATIONS SUPERVISED

This is a work coordination and lead worker class.

Typical Physical Requirements

Sit for extended periods; frequently stand and walk; 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.

Minimum Qualifications

Example of Duties

(The following is used as a partial description and is not restrictive as to duties required.)

Performs a variety of the more complex office, administrative, and general support assignments; may be assigned day-to-day responsibility for the office support functions of a work unit; may provide lead direction and work coordination for assigned staff; gathers, assembles, organizes, and tabulates data and information; serves as an office receptionist greeting office visitors and answering the telephone, providing information and making referrals to other staff; receives, sorts, and distributes mail; maintains and updates records and information retrieval systems; records and logs invoices, claims, and other documents; types/word processes and proofreads a variety of documents and material; may work on special reports, projects, and publications; may assist with maintaining family support and/or public assistance records; completes and mails income verifications; updates and maintain computerized records and generates reports; may prepare and file court papers; may assist with preparing Court Reports; may prepare Juvenile In-Custody reports; may develop and maintain chronological activity records of people on special programs; may log in and process applications and documents; calculates fees for permits; develops computer records; may assist with compiling agenda packets for a Board or Commission; may take and transcribe meeting minutes; schedules appointments for staff; may process time sheets for a work units; develops and maintains deposit and receipt records; may review and maintain clinic files; uses spreadsheets and other special computer software; performs special assignments related to the Department and unit where assigned; operates office equipment.

Minimum Qualifications

Training and Experience:

Required

Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Two years of previous administrative, office, and general support work experience comparable to that of an Office Assistant with San Benito County.

Knowledge Of/Ability To

Knowledge Of

Policies and procedures of the Department and unit where assigned.

Thorough knowledge of specialized areas of office support where assigned.

Good public relations techniques.

Maintenance of files and information retrieval systems.

Computers and software used in office and administrative support work.

Modern office methods and procedures.

Correct English usage, spelling, grammar, and punctuation.

Basic mathematics.

Principles of work coordination, planning, and lead direction.

Ability To

Maintain on-going responsibility for the office support functions of an assigned work area

or unit.

Perform a variety of complex administrative, office, and general support work with minimal guidance and supervision.

Read, interpret, and apply policies, procedures, and regulations.

Follow oral and written directions.

Type or use word processing software at an acceptable speed to meet production requirements.

Gather and organize data and information.

Maintain and update records and reports.

Operate a computer and use department software in the performance of assigned work.

Operate and use office equipment.

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.

Selection Process

All completed applications and supplemental questionnaires will be reviewed. Depending upon the number of applicants who meet the minimum qualifications, the examination process may include a screening committee (pass/fail) and/or an oral examination (100%) which may include a written practical component to determine placement on the eligible list.

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.

< 4 years of service = 10 days per year

5 to 9 years of service = 15 days per year

10 to 14 years of service = 18 days per year

15 + years of service = 20 days per year

Holidays: 13.5 holidays (including 3 floating) for most employees.

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
• No
  
  

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. 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.

• Yes
• No
  
  

03

Are you proficient in the Spanish language?

• Yes
• No
  
  

04

Please indicate your highest level of education.

• Did not complete high school or equivalent
• High School, GED, or equivalent
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher
  
  

05

How much experience do you have with administrative, office and general support work?

• 5 or more years
• 4 to less than 5 years
• 3 to less than 4 years
• 2 to less than 3 years
• Less than 2 years
• No experience
  
  

06

Describe your level of proficiency with MS Outlook, Excel and Word.

• Advanced
• Intermediate
• Beginner
• N/A
  
  

07

How much experience do you have with file maintenance and record-keeping?

• A great deal of experience
• Some experience
• Very little experience
• No experience
  
  

08

How much of your experience consists of public contact and in-person customer service?

• A great deal
• Some
• Very little
• None
  
  

09

Briefly describe your experience and/or training in the following areas: A. Independently composing letters, memos, email and other correspondence. 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.

• Required Question

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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