Services Support Assistant I

CalHR; Susanville (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

CalHR in Lassen County seeks entry-level Services Support Assistant I/II to support automated systems (MEDS, C-IV, CWS/CMS, CMIPS) and data management for program support functions. Trainees receive in-service training and progress to higher levels with experience and performance.

Responsibilities include data entry, reporting, and assisting in special projects while interacting with case workers and supervisors. Knowledge of MS Office and state systems is preferred.

Qualifications

• One year of full-time experience performing financial or statistical recordkeeping.
• Successful completion of 30 college semester units or 45 quarter units.
• Knowledge of MS Office and statewide data systems.
• Ability to learn and operate automated systems and procedures.

Responsibilities

• Performs data entry transactions for case management and data maintenance.
• Generates routine reports and documents using system resources.
• Assists in training materials and system changes.
• Responds to inquiries and coordinates with staff and supervisors.

Skills

Data entry

Recordkeeping

Analytical skills

Communication

Education

30 college semester units

Tools

MEDS

C-IV

CWS/CMS

CMIPS

MS Office

Job description

The Services Support Assistant I and II operates a variety of department automated systems, equipment, or specialized software programs (such as MEDS, C-IV, CWS/CMS, CMIPS, etc.; performs data management responsibilities for program support functions; performs a variety of specialized clerical duties in support of professional and technical casework staff; and performs related work as required.

Working under close supervision, the Services Support Assistant I is the entry/trainee level in the Services Support Assistant series. Employees in this class receive in-service training, and are given detailed instructions in the operation of state and county data operating systems and perform tasks that are more structured and repetitive than those assigned at level II. As requisite skills and knowledge are developed, greater independence and the full scope of responsibility are exercised. Unless a position is permanently allocated to level I due to the nature of the work, employees are expected to promote to the Services Support Assistant II level after one year of satisfactory performance at the trainee level.

SUPERVISION EXERCISED AND RECEIVED

Incumbents in the Services Support Assistant I/II classification typically receive supervision from an Office Assistant Supervisor, or other higher-level supervisor or manager.

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

• Performs data entry transactions for case management, aid authorization, imaging, and/or statistical data maintenance
• Operates a variety of operating systems, software, or related equipment for which routines and procedures are well defined and there is limited requirement for interpretation and adaptation of instructions to support a department's programs, services and administrative functions
• Maintains files and generates routine reports and documents using system resources
• Reviews and reconciles system information (MEDS, C-IV, CWS/CMS, CMIPS or other automated systems); assesses and updates records; may take other corrective action as authorized
• Researches procedures, regulations, and or technical materials as necessary
• Uses manuals, utilization guides, and All County Letters (ACL); System Change Requests (SCR), etc. to review upcoming changes to regulations, programs and systems to keep knowledge current
• Troubleshoots problems with individual records, cases or participants by applying rules and regulations; provides information to and interacts with case workers to correct issues or coordinates with the help desk to solve problems
• Coordinates with department supervisors and management in producing and maintaining files, information systems and composing and creating reports
• Gathers data, conducts surveys, prepares reports and develops training materials for system users. Creates spreadsheets, report formats, forms and record maintenance systems
• Responds to a variety of public, staff and management inquiries, providing the requisite information, or referring the requests to supervisory and staff as appropriate
• Attends meetings and represents the department at meetings with other departments and agencies for information sharing, system improvements and implementation of changes
• Assists in special projects designated by the department management
• Performs related duties as assigned

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:

• Personal computer operating systems, software applications (MS Office, etc.) and related equipment
• Statewide operating systems (C-IV, MEDS, CWS/CMS, CIMPS, etc.)
• Department programs, functions and objectives
• Legislation, rules, regulations, policies and procedures related to multiple public assistance programs and related case administration techniques
• Work methods and techniques used by program staff
• Methods and techniques used in researching, proofing, evaluating, gathering, organizing and arranging data
• Report writing and proper format and style
• Effective methods of training and presentations skills
• Record keeping and time-management practices and procedures
• Modern office practices and procedures
• Correct English usage, spelling, grammar and punctuation
• Basic arithmetic

Ability to:

• Understand and carry out oral and written instructions
• Exercise sound and independent judgment in determining and selecting appropriate processes, alternatives, forms and desired actions within established work practices, procedures and commonly used regulations
• Learn and perform assigned tasks and routines
• Learn and develop skills with computer software programs or automated systems
• Evaluate and interpret information using an automated system and troubleshoot identified problems
• Prepare a variety of reports, correspondence, documents, statistical data, graphs and charts using a computer and software packages
• Provide training and assistance for others in using assigned systems or software
• Read and understand detailed and complicated instructions
• Understand, interpret and apply rules and regulations; determine the impact of regulations on local operations and systems
• Organize work and budget time efficiently
• Work productively under time pressure and with interruptions
• Exercise tact when dealing with others
• Establish and maintain cooperative working relationships with those contacted in the course of work

Pattern 1:

One (1) year of full-time experience performing financial or statistical recordkeeping; or producing a variety of work products using a statewide automated system or software applications;

OR

Pattern 2:

Successful completion of thirty (30) college semester units or forty-five (45) quarter units from an accredited college or university.

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 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.

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 requires 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.