Supervising Office Assistant

Tulare County, CA; Visalia (CA); On-site; USD 48,000 - 68,000; Full time

Job summary

Tulare County Probation Department in Visalia is seeking a supervisory clerical analyst to plan, organize, and oversee a team performing a variety of general clerical tasks. You will prepare statistical reports, memos, and respond to queries about county rules and ordinances.

The role requires 3 years of complex staff support with at least 1 year in a lead capacity, strong automation aptitude, and the ability to train subordinates while maintaining accurate records and efficient workflows.

Qualifications

• Equivalent to completion of the twelfth grade supplemented with specialized business, secretarial, word processing or supervisory courses.
• Three (3) years of complex and technical staff support experience including at least one year in a lead worker capacity. Work experience must demonstrate a high level of automation ability and independent decision making.
• Knowledge of modern office functions and procedures; office automation equipment and related capabilities; record keeping methods; training subordinates in office techniques.

Responsibilities

• Plan, organize, assign, coordinate and supervise the work of a group of clerical employees engaged in a wide variety of general clerical work.
• Perform difficult clerical tasks involving the preparation of statistical reports, composing memos and letters, and responding to requests regarding County rules and ordinances interpretations.
• Review and check the work of subordinates for accuracy and completeness.
• Coordinate activities of and maintain even workflow in a clerical unit.
• Review office procedures, recommend and implement change to improve efficiency and services.

Skills

Communication

Office equipment operation

Proofreading

Clear writing

Education

12th grade equivalency with secretarial/word processing courses

Job description

Current vacancy is with the Tulare County Probation Department located in Visalia. The anticipated life of the list is six months.

If interested in employment for this position for current or future vacancies within these departments.

• Plan, organize, assign, coordinate and supervise the work of a group of clerical employees engaged in a wide variety of general clerical work.
• Perform difficult clerical tasks involving the preparation of statistical reports, composing memos and letters, and responding to requests regarding County rules and ordinances interpretations.
• Review and check the work of subordinates for accuracy and completeness.
• Coordinate activities of and maintain even workflow in a clerical unit.
• Review office procedures, recommend and implement change to improve efficiency and services.

Essential job duties may be assigned that are not listed above but are relative to this job classification.

(Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.)

MINIMUM QUALIFICATIONS

Minimum qualifications are used as a guide for establishing the education, training, experience, special skills and/or license which are required and equivalent to the following.

Education:

• Equivalent to completion of the twelfth (12th) grade supplemented with specialized business, secretarial, word processing or supervisory courses.

Experience:

• Three (3) years of complex and technical staff support experience including at least one year in a lead worker capacity. Work experience must demonstrate a high level of automation ability and independent decision making.

Knowledge of:

• Functions and procedures of a modern office environment.
• Theory, capabilities, limitations, and operations of office automation and related equipment.
• Record keeping methods.
• Office techniques sufficient to train subordinates.

Skill/Ability to:

• Work and communicate effectively with people of various education and socioeconomic backgrounds by respecting beliefs, interpersonal styles and behaviors of both clients and co-workers.
• Operate contemporary office equipment inclusive of computer, keyboard, and all applicable electronic equipment.
• Proofread subordinates’ work for errors in typing, grammar and spelling.
• Write clearly, accurately and concisely to convey ideas in reports, letters and memoranda.

Conditions of Employment:

Candidates selected will be required to pass a pre-employment drug and alcohol screening. Additionally, a background investigation may also be conducted, which may include a re-investigation every 10 years for some positions. An Employment Eligibility Verification using E-Verify may be required on the first day of employment for some positions. Some job classes may also require a physical exam.

College Cost Reduction Access Act:

This may be a qualifying position for student loan forgiveness through the College Cost Reduction and Access Act (CCRAA). Only student loan payments made after October 1, 2007 and in a qualified repayment plan are eligible. For more information you are encouraged to speak with your student loan service or visit: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER