Office Assistant I/II -Extra Help Only

Mariposa County; California; Sur place; USD 25 000 - 30 000; Temps partiel

Résumé du poste

Mariposa County is seeking an Office Assistant I/II (Extra Help) to provide clerical support in a county department. The role includes handling forms, records, data entry, and basic financial tasks while maintaining files and assisting visitors.

Responsibilities also cover answering phones, scheduling, mail processing, and coordinating equipment maintenance in a standard office environment.

Qualifications

• Two ascending paths to eligibility: Office Assistant I requires 1 year of clerical/administrative support or one year of business school.
• Office Assistant II requires 2 years of clerical experience or one year as Office Assistant I in Mariposa County.
• Basic typing, filing and data entry are common requirements.

Responsabilités

• Gathers information from multiple sources to complete forms, records, applications, etc.
• Maintains records, lists, and logs; sends and files documents; may compose routine correspondence.
• Types and proofreads to ensure accuracy and compliance with policies.
• Enters data and generates computer reports and spreadsheets.
• Assists with fiscal operations including handling monies and maintaining journals or ledgers.
• Answers phones, greets visitors, and directs inquiries as needed.
• Schedules meetings and manages mail processing and stock replenishment.
• Orders equipment and coordinates maintenance of office machinery.

Connaissances

Clerical skills

Data entry

Word processing

Telephone etiquette

Record keeping

Formation

High school diploma or GED

Description du poste

Description

The UC Cooperative Extension has an opening for one (1) Office Assistant I/II (Extra Help Only).

DEFINITION

To perform a variety of routine to moderately difficult office support duties in assigned County departments; and to perform related duties and responsibilities as required.

DISTINGUISHING CHARACTERISTICS

Office Assistant I is the entry-level classification of the County's office support series. Under close supervision, incumbents learn and perform a wide range of office support and general clerical duties requiring knowledge of department and County procedures. This class is flexibly staffed with Office Assistant II, and incumbents normally advance to the higher level after gaining experience and achieving proficiency that meets the experience and time-in-grade requirements for Office Assistant II.

Office Assistant II is the fully qualified, journey-level classification in the series, competent to perform a variety of routine to moderately difficult office support and clerical duties. Incumbents perform tasks and work with only occasional instruction or assistance within a framework of established procedures. Specific duties and scope of responsibility will vary with the organizational unit to which assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned lead/supervisory/management staff.

Positions in these classifications do not exercise lead or supervisory responsibility.

Examples of Duties

• Performs a variety of routine to moderately complex clerical support duties to assist staff in sub-professional office activities.
• Gathers information from a variety of sources for the completion and processing of forms, records, applications, etc.; contacts individuals to obtain additional information.
• Maintains records, lists, and logs. .
• Types or word processes, prepares, processes, copies, collates, files/retrieves files, sends, and receives faxes, distributes and/or transmits various records, reports, forms, correspondence, permits, applications, licenses, meeting minutes, and other documents; may compose routine correspondence and other documents as required following standard formats or templates.
• Proofreads and checks typed and other materials for accuracy, completeness and compliance with departmental policies and regulations.
• Establishes and maintains office files.
• Enters and retrieves computer data; generates computer reports and/or spreadsheets.
• Provides assistance with fiscal operations of the department, including but not limited to collecting and recording various fees, fines or other monies, and maintaining journals, ledgers and other financial or statistical records.
• Answers the telephone and provides information and assistance to callers or forwards calls to appropriate staff person; takes messages as necessary; greets and assists office visitors; may use a two-way radio to communicate with field personnel.
• Schedules meetings and appointments.
• Opens, processes, and distributes mail.
• Monitors stock and replenishes office supplies.
• Orders equipment and schedules maintenance of equipment, including vehicles.

Experience

Minimum Qualifications

• Office Assistant I: One year of full-time equivalent clerical administrative support experience or one year of business school education.
• Office Assistant II: Two years of increasingly responsible full-time equivalent clerical experience, or one year as an Office Assistant I in Mariposa County.

Education

• High school diploma or GED equivalent, preferably including classes in typing, bookkeeping and related subjects.

Additional Requirements

• Possession of a valid California driver's license. Under certain circumstances, the Human Resources Director may accept a valid driver's license from another state if applicant acknowledges his/her intent to acquire a California driver's license within three months by signing an acknowledgement form.

EMPLOYMENT STANDARDS

Knowledge Of

Office Assistant I:

• Basic clerical practices and procedures.
• Modern office practices and technology, including record-keeping and filing systems, receptionist / telephone techniques, and the use of computers for word and data processing.
• Basic business arithmetic.
• English usage, spelling, grammar and punctuation.
• Safe work practices.

Office Assistant II: (In addition to the above)

• Pertinent federal, state and local laws, codes, ordinances and regulations.
• County and department policies and procedures.
• Programs, goals and purpose of the assigned department.
• Methods of preparing and processing various records, reports, forms and other documents specific to the assigned department or program.
• Business letter writing, report preparation and the standard format for typed materials.

Ability To

Office Assistant I:

• Learn, understand and apply pertinent federal, state and local laws, rules and regulations, and County / department policies and procedures.
• Perform detailed clerical work accurately.
• Learn specialized processes, procedures and office support tasks related to the department to which assigned.
• Maintain accurate records and files.
• Maintain confidentiality as required.
• Communicate clearly and concisely, both orally and in writing.
• Understand and execute written and oral instructions.
• Safely operate office equipment.
• Type or word process accurately at a rate required for successful job performance.
• Perform required mathematical computations with accuracy.
• Perform work effectively despite frequent interruptions and the pressure of deadlines.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Respond appropriately, effectively and promptly to the needs of internal and external customers.

Office Assistant II: (In addition to the above)

• Understand, interpret and apply pertinent federal, state and local laws, rules and regulations, and County / department policies and procedures.
• Organize work, set priorities, meet critical deadlines and follow up on assignments with a minimum of direction.
• Use computers effectively for word and data processing and records management.
• Use initiative and sound, independent judgment within established guidelines.
• Compose routine correspondence and reports independently or from brief instructions.
• Research and compile a variety of information and materials.

TYPICAL WORKING CONDITIONS

Work is performed in a normal office environment.

Typical Physical Requirements

Requires the ability to sit at a desk for long periods of time and intermittently walk, stand, stoop, kneel, crouch and reach while performing office duties; lift and/or move light weights; use hands to finger, handle or feel objects, tools or controls. Must be able to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, and operating office equipment. Must be able to use a telephone to communicate verbally and a keyboard to communicate through written means, to review information and enter/retrieve data, to see and read characters on a computer screen.

THE SELECTION PROCESS

All interested applicants must complete and submit a job application including any required supplemental questionnaires, and attach any required documentation. For those who meet the minimum qualifications, a competitive evaluation of the training and experience described on your application or supplemental questionnaire, a written examination, a structured oral interview, a performance rating, or a combination of any of these, may be performed. You will be scored based on that competitive evaluation. This process may be altered if there are ten or less applicants that qualified.

EQUAL EMPLOYMENT OPPORTUNITY

The County of Mariposa is an equal opportunity employer committed to an active and effective Equal Employment Opportunity Program. It is the stated policy of the County of Mariposa that all employees, officers, officials, applicants for employment, volunteers, contractors, unpaid interns, and recipients of services shall receive equal consideration and treatment in employment and services without regard to race, religion, color, sex (including gender, gender identity, gender expression, transgender, pregnancy, and breastfeeding), national origin, ancestry, disability, medical condition, genetic characteristics or information, marital status, age, sexual orientation (including homosexuality, bisexuality, or heterosexuality), or any other basis protected by law.

Reasonable Accommodation For Individuals With Disabilities

The County of Mariposa makes reasonable accommodations for individuals with disabilities including an obligation to ensure that only the essential duties of the position are required to be performed. Individuals with disabilities requiring any accommodations in order to participate in the testing process must inform the Mariposa County Human Resources Office by calling [phone] or emailing [e-mail]. Also, those applicants requiring such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process and/or perform the duties of the job for which they have applied.

EDUCATION DOCUMENTS

If you are using education to meet the minimum qualifications for this recruitment, you must attach your transcripts or a copy of your diploma/degree to your application. Unofficial transcripts and evaluations are accepted. Please redact birthdates and social security numbers.

Extra-Help employees are not entitled to County benefits.