Supervising Office Assistant I
Supervising Office Assistant I
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Job Description
Position Information
- Under limited supervision the Supervising Office Assistant I plans organizes supervises and participates in the work of an office support unit; establishes and maintains administrative records; may oversee the initial application screening function in the assigned departments automated system; and performs related work as required.
This if the first full supervisory level in the general clerical series. Positions in this class have as their primary and most time consuming function the supervision of a large clerical staff performing a diversity of complex clerical functions generally consisting of seven to fifteen employees. The exercise of supervisory skills is essential to the satisfactory performance of work for all positions in this class. Technical supervision exercised by positions in this class including: establishing priorities planning and laying out work determining work flow reviewing and resolving difficult clerical problems and insuring that deadlines are met. Incumbents make effective recommendations for or select subordinates conduct performance evaluations issue disciplinary warnings prescribe work schedules training vacation plans and work shifts. This class is distinguished from the higher level class of Supervising (Clerk) Office Assistant II in that the latter both supervises employees in multiple work sites or shifts and either utilizes subordinate supervisors and lead workers and/or coordinates multiple diverse work units. It is further distinguished from the lower level class of Principal (Clerk) Office Assistant in that incumbents in the latter class participate in the work of assigned clerical unit and do not have full supervisory responsibilities over the work nit as the primary job function.
The Community Benefit Branch is currently seeking to fill a Supervising Office Assistant I (SOA I) position at the Customer Service Center. The primary responsibility of the SOA I is to oversee a team of seven to ten clerical staff. During the winter months this number may increase to up to twelve including temporary workers. The SOA I will be responsible for coordinating and assigning tasks ensuring an efficient workflow and resolving complex clerical issues. Additional duties include training staff planning work activities and conducting performance evaluations to ensure consistent achievement of deadlines.
Examples of Duties
- Supervises a large clerical staff; assigns and reviews work; trains and gives instructions to subordinate staff; prepares performance evaluations; makes effective recommendations for hire; recommends and initiates disciplinary actions;
- Maintains an even flow of work within the unit; monitors and establishes priorities; plans and assigns work; prepares work schedules and vacation plans;
- Confers with superiors on operation and modification of office clerical systems and procedures; recommends writes and implements changes in procedures or policies designs and implements office forms; through subordinate staff establishes and maintain filing systems;
- Interprets policy and complex procedures for subordinate staff; weighs and selects among conflicting ambiguous or contradictory guidelines in order to resolve situations; consults with management staff as necessary.
- Coordinates unit clerical activities with other related functional units;
- Translates general instructions from technical and administrative sources into detailed operating procedures; instructs staff on their use.
Minimum Qualifications
One 1 year of fulltime experience performing advanced journey level or leadworker clerical duties in an office environment.
Supplemental Information
- The ability to speak read and write Spanish in addition to English would be an asset in this position but is not required.
- Employees who drive on County business to carry out jobrelated duties must possess a valid CA Driver License for the class vehicle driven.
- The Department of Social Services will conduct a thorough background and reference check process which includes a Department of Justice fingerprint check.
- Monterey County like all employers is required to verify an employees right to work in the United States. Accordingly on the first day of employment employees must have and show those documents that verify their legal right to work in the United States. Examples of accepted documentation are a U.S. Passport or Alien Registration Card or a drivers license and Social Security Card or a drivers license and U.S. Birth Certificate.
- Additionally our agency requires a valid social security card in order to process employee paychecks. Accordingly on the first day of employment employees must have and show this document.
- Government agencies accessing US government information which includes federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent with 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 an investigation during the time of hire and ensure an investigation is conducted 10 years from the date of the previous background investigation for each employee that has access to federal tax information.
VETERANS PREFERENCEIf you would like to request Veterans preference points as part of the application packet please attach a copy of your DD214 form to your application.TRAINING & EXPERIENCE EXAMINATION WEIGHTED 100The Training & Experience Examination is designed to elicit a range of specific information regarding each candidates knowledge skill abilities and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on predetermined 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.If conditions warrant an Experience and Education Examination may be conducted in lieu of theTraining and ExperienceExamination. Please review the Education and Experience 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 job. Special care should be taken in 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. To obtain a position on the eligible list candidates must receive a minimum rating of 70 on the examination.ELIGIBLE LIST INFORMATION
A departmentalopeneligible list will be established for the county of Monterey. 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 PERIODOnce 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 atorupon 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.APPLICATION 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 INFORMATIONMSS 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.ABOUT MONTEREY COUNTYLocated on Californias picturesque Pacific Coast the County of Monterey is blessed with mild weather yearround and is home to miles of beautiful beaches spectacular mountain ranges groves of redwoods lowrolling foothills and a bountiful valley. With a population exceeding 400000 the County is proud of its vibrant citizenry great traditions educational opportunities and multicultural lifestyles. Boasting such worldrenowned attractions as the spectacular Big Sur coast 17Mile Drive Monterey Bay Aquarium Cannery Row the Steinbeck Center the Monterey Jazz and Blues Festivals and Pebble Beach possibly the worlds most famous golf course its easy to see why an estimated 4.3 million visitors a year make Monterey County their destination of choice.In addition to a thriving tourist trade Monterey Countys economy is largely based on a vigorous agricultural industry. Known as the salad bowl of the nation the Salinas Valley provides fresh vegetables and salad greens to the entire country. Californias 16th largest county also provides many educational opportunities for its residents including California State University at Monterey Bay the Middlebury Institute of International Studies the Defense Language Institute (DLI) Presidio of Monterey and the Naval Postgraduate School (NPS). All these factors combine to make Monterey County a healthy economically diverse region eager to foster and sustain an enriching lifestyle for its residents.ABOUT MONTEREY COUNTY SOCIAL SERVICES DEPARTMENTMonterey County Department of Social Services is seeking enthusiastic applicants who genuinely care about the community and its members to join its team. Monterey County Department of Social Services administers over seventy programs that daily serve an estimated 200000 residents of Monterey County. Department programs include Community Benefits (Public Assistance Eligibility) Family and Childrens Services (Child Welfare Services) Aging and Adult Services (Adult Protective Services IHSS and Area Agency on Aging) CalWORKs Employment Services Military and Veterans Affairs and Community Action Partnership. Careers with the Department of Social Services offer the opportunity to promote the social and economic selfreliance of individuals and families served by providing essential resources and services to lowincome families veterans vulnerable children and adults and disabled individuals. Monterey County Department of Social Services welcomes values and encourages diverse voices opinions perspectives and backgrounds to foster an environment where all viewpoints are appreciated. The Department currently has a team of approximately 874 dedicated members serving Monterey County residents.Monterey County is an Equal Opportunity Employer Minorities veterans and persons with disabilities are strongly encouraged to apply.
Employment Type
Full-Time
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