Services Support Assistant II

CalHR; Sutter Creek (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

CalHR seeks a Services Support Assistant I/II to operate department automated systems (MEDS, C-IV, CWS/CMS, CMIPS) and perform data management for program support functions under supervision.

The Services Support Assistant II is the journey level, fully qualified to run statewide systems and handle day‑to‑day assignments with speed and accuracy; education/experience options and examination information are described in the posting.

Qualifications

• Experience with state department data management and clerical support.
• Ability to operate department automated systems with accuracy and speed.
• Familiarity with MS Office and related software applications.

Responsibilities

• Operate department automated systems and perform data management for program support functions.
• Perform data entry transactions for case management and statistics.
• Generate routine reports and documents using system resources.
• Review and reconcile system information and update records.
• Coordinate with supervisors and staff to prepare reports and training materials.
• Respond to inquiries from public, staff, and management.

Skills

MS Office

Data entry

System navigation

Education

Thirty college semester units or forty-five quarter units

Tools

statewide automated systems (MEDS, C-IV, CWS/CMS, CMIPS)

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 general supervision, the Services Support Assistant II classification is the journey level in the Services Support Assistant series. Employees at this level are expected to be fully qualified and able to operate a variety of data operating systems and programs used by the department in order to perform day-to-day assignments with a sustained high level of speed and accuracy. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Services Support Assistants I, or if filled from the outside, require prior related experience.

The Services Support Assistant I/II classification differs from Office Assistant I/II classification in that the primary function of the former is to perform administrative program support and data management for a Department's automated systems, requiring a sustained high level of speed and accuracy. The primary function of an Office Assistant I/II is office support, including a variety of clerical activities related to filing, reception, form processing, record maintenance, and mail as well as some data entry.

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 duties of a Services Support Assistant I;

OR

Pattern 2: Two (2) years 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 3: Successful completion of thirty (30) college semester units or forty-five (45) quarter units from an accredited college or university; AND 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.

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.

Eligible List Information

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

• The ability to speak, read and write Spanish in addition to English would be an asset in this position, but is not required.
• A valid driver’s license may be required at the time of appointment. Individuals who do not meet this requirement due to a disability will be reviewed on a case‑by‑case basis.
• Positions may require pre‑employment screening, and fingerprinting.
• 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. State 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 Amador County

Billed as “The Heart of the Mother Lode,” Amador County is located in the Gold Country in the Sierra Nevada mountains of California. Though geographically one of the smallest counties in California, Amador County offers several bodies of water, from lakes to reservoirs and rivers, and is home to over 40 different wineries and vineyards. Residents and visitors in Amador County enjoy year‑round recreation and activities, with hiking trails for all abilities, as well as fishing, cycling, skiing, and golf. The county is also host to a myriad of music events, festivals, and local sporting events.