Office Assistant Supervisor

CalHR; Susanville (CA); On-site; USD 60,000 - 82,000; Full time

Job summary

CalHR’s Lassen County office seeks an Office Assistant Supervisor I to organize, supervise, and participate in an office support unit's work, and to maintain administrative records. You will oversee initial screening, assign tasks, train staff, and ensure compliance with department standards.

The role emphasizes leadership, policy development, efficient workflow, and customer service, with opportunities to guide staff, resolve issues, and prepare performance evaluations in a dynamic

Qualifications

• Experience in lead or journey level clerical duties in an office environment.
• Ability to supervise, train, evaluate and discipline subordinate staff.
• Ability to establish and maintain administrative records and summaries.

Responsibilities

• Plans, assigns, supervises, and reviews the work of support staff to ensure quality and department standards.
• Selects, trains, evaluates, and disciplines subordinate staff.
• Identifies training needs, conducts training, and provides leadership and coaching for staff.
• Establishes a course of action to accomplish work objectives and adapts to changing priorities.
• Develops or revises policies, procedures, and templates to improve efficiency and compliance.
• Arranges for additional staffing to meet objectives.
• Answers inquiries and resolves complaints from customers and staff.
• Maintains and updates administrative records and summaries.

Skills

General office functions

English grammar

Training development

Computers and automated data systems

Word processing

Tools

Word processing

Spreadsheets

Database software

Email & calendaring

Job description

Under limited supervision, the Office Assistant Supervisor I plans, organizes, supervises, and participates in the work of an office support unit; establishes and maintains administrative records; may oversee the initial application screening function in the assigned departments' automated system; and performs related work as required.

The Office Assistant Supervisor I is the first supervisory level in the Office Assistant series. The Office Assistant Supervisor I differs from the Office Assistant Supervisor II in that the latter supervises office support functions through subordinate first-line Office Assistant Supervisors and other lead-workers in a complex, multi-level organizational structure.

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

• Plans, assigns, supervises, and reviews the work of support staff to ensure quality, completion, and compliance with department standards.
• Selects, trains, evaluates, and disciplines subordinate staff.
• Identifies training needs, conducts training, and provides leadership and coaching for staff.
• Independently establishes a course of action to accomplish work objectives and adapts to meet changing priorities.
• In cooperation with management, develops or revises policies, procedures, and templates to improve efficiency, effectiveness, and compliance.
• Arranges for additional staffing to meet established objectives.
• Answers inquiries and resolves complaints from customers, service providers, department personnel, and the public.
• Functions as an authoritative resource of information on regulations, rules, department policies, and guidelines.
• Establishes and updates administrative records and summaries for department such as budgetary, revenue and expenditures, personnel and payroll records, inventory control, workflow and production output, work load, and regulatory and procedural manuals.
• Operates and oversees the use of automated systems, works with IT staff to implement modifications, and utilizes various software applications.
• Promotes cooperative professional working relations among staff, resolves conflicts, and monitors work environment.
• Provides employees with guidance and prepares performance evaluations.
• Performs related duties as assigned.

EMPLOYMENT STANDARDS

Knowledge of:

• General office functions, procedures, equipment, and filing systems.
• English grammar, vocabulary, spelling, and punctuation.
• Principles of training development, implementation, and evaluation.
• Computers and automated data systems.
• Word processing, spreadsheet, database, email, calendaring programs, and automated systems.

Ability to:

• Explain and apply policies, procedures, and regulations governing program operations.
• Exercise good judgment when organizing, directing, prioritizing, and supervising unit activities.
• Train, supervise, evaluate, and discipline subordinate staff.
• Provide effective oral and written instruction to others.
• Quickly and accurately enter and retrieve data using an automated data system.
• Establish and maintain effective working relationships.
• Listen attentively and understand written and verbal information provided.
• Establish long‑range objectives, goals, and strategies.
• Develop forms and letters.
• Maintain composure and react professionally.
• Work independently.

One (1) year of full-time experience performing advanced journey level or lead-worker clerical duties in an office environment.

Examination Information

Training & Experience Examination – Weighted 100%

The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate’s knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre‑determined rating criteria. All applicants must complete the entire examination to receive a score. To obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.

Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.

If conditions warrant, an Education and Experience examination may be conducted in lieu of the Training and Experience examination. Please review the Education and Experience examination information below:

Education & Experience Examination-Weighted 100%

The Education & Experience Examination is based solely upon information provided from the application and supplemental information (e.g., resumes, transcripts). Information provided from the application and supplemental information will be assessed compared to a standard developed in relation to the elements of the job. Special care should be taken in submitting a complete description of your education and experience relevant to the typical tasks, scope, and minimum qualifications stated on this bulletin. Supplemental information will be accepted, but competitors should read this bulletin carefully to determine what kind of information will be useful to those individuals completing the evaluation. To obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.

Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.

Eligible List Information

A departmental open eligible list will be established for the county of Lassen. 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.

Retest Period

Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date.

Special Testing Arrangements

Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at [e-mail] or 916-909-3701 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.

Education Documents

If 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 Information

This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment.

MSS 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 Opportunity

The 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.

Additional Information

• A valid driver's license may be required at the time of appointment and employees may also be required to drive their own car, provide proof of car insurance, and a DMV clearance. Individuals who do not meet this requirement due to a disability will be reviewed on a case‑by‑case basis.
• Position may require pre‑employment drug testing, physical and fingerprinting for a background investigation.
• Government agencies accessing US government information, which include federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent to the IRS background investigation requirements for access to federal tax information. A background check may be required if the position required access to these types of records. Background requirements consist of three components which include, fingerprinting, citizenship verification and local law enforcement checks. Applicable agencies must conduct investigation during time of hire and ensure a reinvestigation is conducted 10 years from the date of the previous background investigation for each employee that has access to federal tax information.

About Lassen County

Lassen County is abundantly rich in natural beauty and has a terrain that affords residents year-round recreational activities. The County has excellent air quality, and its rural communities are ideal for raising families with a favorable cost of living, and low rate of crime and traffic. Lassen County is an outdoor paradise, where the beautiful Sierra Nevada and Cascade mountains meet the desert of the Great Basin. Because of the unique terrain, there’s something here for everyone. Elevations range from the high desert to alpine levels, and the outdoor activities are among the best in the state – from golf to horseback riding, mountain biking, running and hiking on the extensive trails.