Support Services Assistant

CalHR; Merced, Atwater (CA, CA); On-site; USD 42,000 - 54,000; Full time

Job summary

CalHR is seeking a skilled Support Services Assistant to develop and prepare department applications and reports on personal computers using word processing, spreadsheets, databases, imaging, and desktop publishing software. The role requires handling complex administrative support tasks and may involve leading clerical staff.

Responsibilities include researching software, inputting data, generating reports, and expanding knowledge of software tools to support department services and functions.

Qualifications

• Three years of full-time experience performing office and administrative support using a PC and software (word processing, spreadsheet, imaging, database, desktop publishing).
• Equivalent to a two-year Associate Degree with 24 units in Office Administration or related field plus one year of relevant PC-based experience.
• Experience with researching, testing, and enhancing software applications for department use.

Responsibilities

• Develop complex applications to support Department programs, services, and administrative functions.
• Provide lead direction to clerical staff when needed.
• Input data and generate reports and documents from various software.
• Research and test vendor-supplied software for department use.
• Develop expertise in software packages to support Department functions.

Skills

Advanced computer use

Data entry

Report generation

Attention to detail

Education

Two-year Associate Degree in Office Administration or related field

Tools

Word processing

Spreadsheet

Database software

Imaging software

Desktop publishing

Job description

Under direct supervision, to develop and prepare a variety of Department applications, information systems, and reports on a personal computer utilizing spreadsheet, word processing, desktop publishing, data imaging systems, and database software; to be responsible for complex Department and program support functions; to perform a variety of para-professional duties in support of professional staff; and to do related work as required.

The Support Services Assistant is an advanced journey level class requiring detailed, specialized, and technical knowledge in the use of personal computers and software to develop applications and perform complex administrative support and para-professional work for a Department's programs and functions. Incumbents are not only expected to be familiar with the installation, modification, and operation of a variety of software applications, such as word processing, spreadsheet, database, imaging, and desktop publishing, they must also be capable of using this software to design and develop new applications and uses for Department services and functions.

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

• May provide lead direction to other clerical support staff.
• Uses a personal computer and a variety of software to develop complex applications which support a Department's programs, services, and administrative functions.
• Researches, tests, and enhances vendor supplied software applications and utility programs to assess, design, and develop applications for a Department.
• Inputs a variety of data and information into personal computer software and generates reports and documents.
• Uses software manuals, utilization guides, and personal contacts with software vendors to develop expertise and new uses for software packages.

Knowledge of:

• Personal computer equipment, operating systems, and software packages applicable to an assigned Department's business and functions.
• Laws, rules, regulations, policies, and objectives of the Department to which an incumbent is assigned.
• Software packages to develop applications which support a Department's functions and business.
• Modern office practices, procedures, and equipment.
• Filing and recordkeeping methods and procedures.
• Methods and techniques used to research, evaluate, gather, organize, and arrange data.
• Correct English usage, spelling, grammar, and punctuation.

Ability to:

• Operate personal computer equipment and applicable software programs.
• Use software to design, develop and modify applications which support a Department's business and administrative functions.
• Understand, interpret, and apply detailed instructions and software manuals.
• Gather data and prepare and maintain accurate reports and records, including statistical information.
• Make arithmetical calculations quickly and accurately.
• Organize work schedules and budget time efficiently.
• Work productively under timelines and interruptions.
• Coordinate assigned responsibilities with other staff and County departments.
• Exercise tact when dealing with others and responding to a variety of information requests.
• Establish and maintain cooperative working relationships.

ESSENTIAL FUNCTIONS

• Operate a personal computer and other modern office equipment.
• Communicate effectively with others in person and over the telephone.
• Conduct research and develop appropriate correspondence.
• Maintain confidential information in accordance with legal standards and/or County regulations.
• Perform job duties under stressful conditions and respond appropriately to situations.
• Maintain confidential information in accordance with legal standards and/or County regulations.
• Meet deadlines under stressful conditions.
• Resolve conflicts and respond appropriately to complaints.
• Complete multiple priority projects with conflicting deadlines.
• Frequent use of depth perception, peripheral vision and color perception.
• Occasionally lift, carry, reach, push, pull, twist and manipulate large and small objects.
• Occasionally kneel, bend, twist, squat, balance and crawl.
• Frequent use of hand-eye coordination.
• Frequent use of data entry device including repetitive hand and arm motion.
• Occasionally lift and carry up to 40 pounds.
• Normal dexterity, frequent holding and grasping.
• Regular attendance is an essential function.

EITHER, I

Experience:

• Three (3) years of full time experience performing a variety of office and administrative support work utilizing a personal computer and software applications, such as word processing, spreadsheet, desktop publishing, imaging, and database software.

OR, II

Education:

• Equivalent to completion of a two (2) year Associate Degree from an accredited college or university with at least twenty-four (24) units in Office Administration or another closely related field.

AND

Experience:

• One (1) year of full time experience which require proficiency in performing a variety of office and administrative support work utilizing a personal computer and software applications, such as word processing, spreadsheet, desktop publishing, imaging, and database software equivalent to a Typist Clerk II or Office Assistant II with Merced County.

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.

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

EDUCATION & EXPERIENCE EXAMINATION

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 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 Merced County. 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 ensure success in the examination or placement on the eligible list.
• 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.

ABOUT MERCED COUNTY

Merced County is located in the northern part of the San Joaquin Valley in central California, an area earning worldwide acclaim for its rich agriculture, and spans from the coastal ranges to the foothills of Yosemite National Park. The City of Merced, the self-proclaimed Gateway to Yosemite, has a population of approximately 81,102, yet retains the charm of a small town with amenities routinely found in larger communities. Merced's revitalized downtown is emerging as the entertainment center of the area. The County is representative of the rural heartland and Gold Rush remnants underpinning the state's heritage. It is a peaceful, quiet, and friendly area with an abundance of beautiful bike paths and offers choices of higher education in UC Merced and Merced College.