OFFICE ASSISTANT II

Sutter County Human Resources; Yuba City (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Sutter County's Health and Human Services Department, Employment and Eligibility Branch, is seeking general clerical staff under supervision to support public assistance programs. Bilingual proficiency in Spanish or Punjabi is preferred.

The eligible list may be used for future openings including part-time and extra-help roles for up to six months. Essential duties include receptionist tasks, data entry, payroll input for the department, and maintaining various records.

Qualifications

• Equivalent to the completion of twelfth grade; at least one year of clerical experience; or any equivalent combination of training or experience which provides the required skills, knowledge and abilities.

Responsibilities

• Acts as receptionist; assists the public in person or by telephone; answers/screens telephone calls and takes messages; provides information/assistance to the public.
• Operates equipment with well-defined instructions and little need for interpretation (intercoms, phones, dispatch radios, microfilm, etc.).
• Maintains and updates records and files; retrieves, prepares, enters, logs, tallies and files information; verifies accuracy.

Skills

Typing 45 WPM

Shorthand 80 WPM

Interpersonal skills

Data entry

Customer service

Education

Twelfth grade or equivalent

Tools

Office software

Office equipment

Job description

Under general supervision, performs a variety of general and/or specialized clerical work in support of the activities and operations of assigned County office.

Health and Human Services Department currently has openings in theEmployment and Eligibility Branch.

Please note: Bilingual proficiency in Spanish or Punjabi is preferred.

The eligible list established from this recruitment may be used to fill any future opening(s), including Part-Time and Extra Help, in this class for up to six months.

NOTICE: All correspondences, notices and invitations to test and/or interview will be via e-mail through Governmentjobs.com/NEOGOV. Please be sure to set-up your inbox to receive them or check your junk-mail to make sure you are receiving Sutter County's recruitment communications. You may also view all correspondences by logging in to your governmentjobs.com profile and clicking on the mail symbol on the top right corner.

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The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other related duties may be required and assigned.

1. Acts as receptionist; assists the public in person or by telephone; answers/screens telephone calls and takes messages; provides information/assistance to the public; explains and assists the public in particular departmental policies/procedures; may check in clients for appointments and schedule future appointments.
2. Operates equipment where routines and procedures are well defined and there is little need for interpreting instructions, including intercoms, telephone systems, dispatch radios, microfilm machine and related machines and equipment.
3. Maintains, updates and accesses a variety of manual and computerized records and files; retrieves, prepares, enters, logs, records, tallies and files information; verifies accuracy of information and corrects when necessary.
4. Some positions require typing, word processing and/or data entry of lists, labels, and other materials, letters, memoranda, cases, calendars and other materials from clearly defined sources; proofreads documents and verifies data on source documents before typing or entry; maintains confidentiality of sensitive matters and information.
5. Some positions prepare and input payroll for the assigned department.
6. Calendar items requiring action by self or others in the department.
7. Prepares or receives forms for billing or for use by clients or others in the department; assists clients in filling out forms.
8. Prepares and maintains lists and summaries from data compiled and records kept.
9. Takes and processes or routes information in person or on the phone; may perform initial screening for eligibility in assistance programs or for referral to appropriate department or county personnel; may provide information to clients according to department policy.
10. Operates data entry equipment or computers using routines and procedures that require limited interpretation and application development and guidelines and restrictions are pre-established; verifies data on source documents and proof reads and edits; issues authorized aid documents; produces statistical reports.
11. Operates a variety of office machines and equipment such as personal or mainframe computer, adding machine or calculator, photocopier, stamp machine, labeling machine, fax, etc.; copies, sorts and collates a variety of materials as assigned;
12. Collects money, posts, and prepares deposits and receipts.
13. Maintains inventory of departmental supplies and initiates requests for new or additional materials.

Examples of Marginal Duties

1. Acts as back-up to other clerical staff in their absence.
2. Receives, opens, sorts and distributes incoming/outgoing mail and other materials according to readily identifiable department codes or instructions.

Knowledge of

Terminology used in the assigned department; basic office practices, procedures, and methods; basic mathematics; and standard office equipment.

Ability to

Establish and maintain effective interpersonal relations with clients, the general public and personnel at all organizational levels; communicate effectively both orally and in writing; maintain accurate records; operate standard office equipment; and utilize various software programs relevant to the position; some positions may require typing or equivalent data entry skill at 45 W.P.M.; shorthand may be required for some positions; if stenography is required, the minimum speed is 80 W.P.M.

Education and Experience

Equivalent to the completion of twelfth grade; at least one year of clerical experience; or any equivalent combination of training or experience which provides the required skills, knowledge and abilities.

Essential duties require the following physical skills and work requirements

Requires the ability to maintain mental capacity which allows the capability of exercising sound judgment and rational thinking under varied circumstances; the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another; ability to see; ability to hear and communicate orally; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing, data entry, shorthand, and/or use of calculators, ten-key adding machine,or use of other office equipment or supplies; may require the ability to operate a motor vehicle, and involves VDT exposure.

Disaster Service Workers

All Sutter County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to perform certain emergency services at the direction of the department and/or County.

License or Certificate

This classification may require a valid California driver’s license.

Recruitment Process

The recruitment process for this position includes completing an application, typing test and participating in oral interview(s). Please notify the Human Resources Department prior to the final filing date for this position if you believe you have a disability, which would make it difficult to participate in any portion of the recruitment process and would require reasonable accommodation. Sutter County reserves the right to require medical documentation concerning the need for accommodation. Offers of employment are contingent upon investigation of employment history, references, drug testing, medical review/exam and fingerprinting in addition to other appropriate requirements of the position.

NOTE: Sutter County utilizes E-Verify to confirm the eligibility of employees to work in the United States.

The County of Sutter is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodation to qualified individuals with disabilities. Sutter County encourages both incumbents and individuals who have been offered employment to discuss potential accommodations with the employer.

Class Characteristics

This job class is journey level in the Office Assistant series. Employees perform a full range of complex tasks and work under direction within a framework of established procedures. At this level, incumbents work with only occasional instruction or assistance. Incumbent's work is reviewed upon completion and for overall results; requires frequent interpretation of policies, procedures and guidelines; and may require the development of recommendations consistent with directives, policies and regulations. This class generally performs tasks which are more complex than those of Office Assistant I and require more independent judgment. Employees may be responsible for an area or work within the scope of a larger program area or record keeping system.