Office Technician I

CalHR; San Andreas (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

CalHR is seeking an Office Technician I to perform a range of clerical duties including filing, reception, data entry, and records maintenance. The role requires independent judgment within established procedures and advancement from the Office Assistant I level is common.

One year of full-time clerical office experience is preferred. Responsibilities include handling mail, operating phone systems, scheduling, composing documents, and ensuring accuracy of forms.

Qualifications

• 1 year full-time clerical experience in an office environment.
• Proficient in word processing, spreadsheets, databases, email, calendaring programs, and automated systems.
• Ability to explain policies, procedures, and regulations governing program operations.
• Ability to quickly and accurately enter and retrieve data using an automated system.
• Strong command of English grammar, spelling, and punctuation.

Responsibilities

• Address complaints and explain regulations to customers or the public.
• Respond to inquiries regarding department functions, services, policies, and procedures.
• Obtain information from customers to determine appropriate action or resource.
• Explain the proper use of forms and documents.
• Prepare items for mailing and sort/distribute mail per guidelines.
• Operate multiline telephone system and transfer calls.

Skills

Data entry accuracy

Verbal communication

Record maintenance

Education

1 year clerical experience

Tools

Automated systems

Phone system

Job description

Performs a variety of general or specialized clerical duties related to filing, reception, form processing, record maintenance, mail, typing or data entry; obtains and compares information related to department records, programs, and services; may perform the initial applicant screening as an incidental function and initiate cases through the department's automated system; and performs related work as required.

Working under general supervision, Office Technician I is the journey level in the Office Technician series. Employees at this level are expected to be fully qualified and able to perform difficult and responsible office support work within the framework of established work methods and procedures and to use independent judgment in selecting and applying specific references, procedures, sequences, and alternatives to different work situations, referring non-procedural questions to the supervisor. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Office Assistant I, or if filled from the outside, require prior related experience.

The Office Technician I differs from the Office Technician II by the level of supervision received, the scope and effect of functions performed, the degree of independence exercised, and the complexity of work assigned. The Office Technician II may also be assigned lead worker duties, or screening duties on a consistent rather than incidental basis. The Office Assistant series differs from the Account Clerk series in that the primary duties of the Account Clerk involve the application of mathematical skill and ability in the use of financial, numerical and statistical data and information. The Office Assistant class performs a wide variety of general office support duties in which the use of mathematical ability is incidental to the primary function and most frequently performed duties.

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

• 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.
• Prepares items for mailing and sorts and distributes incoming mail according to established guidelines and procedures.
• Operates multiline telephone system including answering calls, transferring calls, and taking messages.
• Schedules customer appointments and maintains schedules for technical or professional staff.
• 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.
• Operates a variety of standard office equipment.
• 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.
• Maintains accurate department and customer records.
• Performs initial screening of applications for departmental services.
• Performs related duties as assigned.

One (1) year of full-time experience performing clerical duties in an office environment.

EMPLOYMENT STANDARDS

Note: The level and scope of the knowledge and skills listed below are related to job duties as distinguished between the two levels in the Definition section.

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.
• Word processing, spreadsheet, database, email, calendaring programs, and automated systems.

Ability to:

• Explain policies, procedures, and regulations governing program operations.
• Analyze situations involving rules and regulations and demonstrate good judgment when making decisions.
• Quickly and accurately enter and retrieve data using an automated system.
• Communicate effectively orally and in writing.
• Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
• Work cooperatively as part of a team.
• Identify and correct inaccurate or inconsistent information.
• Listen attentively and understand oral information provided.
• Prioritize, plan, and organize one's own work.

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. In order 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 Experience and Education examination may be conducted in lieu of the Training and Experience examination. Please review the Experience and Education 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. Special care should be taken to 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. In order 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 Calaveras. 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 [e-mail]916-909-3701upon 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 ensure 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 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; ability to work a flexible work schedule; and ability to travel within the state and work out of the county.
• 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.
• Background checks are required and must be repeated every 5 years. 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 CALAVERAS COUNTY

Calaveras County is located in the beautiful Sierra Nevada Foothills in California's historic Gold Country region. According to a USDA study, this charming and lovely area ranks 14th nationally for scenic beauty and climate. The County offers historic landmarks, rolling hills, and expansive valleys and is known for its friendly communities. The County is dotted with charming, historic Gold Rush towns. With elevations ranging from nearly sea level to over 8,000 feet, you can literally ski in the morning and then play golf at one of five championship courses in the afternoon without ever leaving the County. And if you're hoping to have ready access to a body of water to satisfy your fondness for swimming, fishing, or boating, you're in luck – Calaveras County is home to five large foothill reservoirs. For wine enthusiasts and foodies, there are over 20 wine tasting rooms, and a myriad of high quality dining experiences for every taste. Regardless of your favorite season, you'll experience the best of it here – from snow in the Winter to gorgeous Spring flowers and everything in between.