Office Assistant I
Office Assistant I
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Job Description
Position Information
- Performs a variety of general or specialized clerical duties related to filing reception form processing record maintenance mail typing or data entry; obtains and compares information related to department records programs and services; may perform the initial applicant screening as an incidental function and initiate cases through the departments automated system; and performs related work as required.
Working under close supervision Office Assistant I is the entry/trainee level in the Office Assistant series. Employees in this class receive inservice training and are given detailed instructions in the performance of routine clerical duties related to filing reception form processing record maintenance mail and typing or data entry and performs tasks that are more structured and repetitive than those assigned to 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 Office Assistant II level after one year of satisfactory performance at the trainee level. Examples of Duties
- Duties may include but are not limited to the following:
(Note: For Office Assistant I duties are performed at the trainee level.)- Addresses complaints and explains regulations to customers or the public.
- Responds to inquiries regarding departmental functions services policies and procedures.
- Obtains information from customers visitors or callers to determine appropriate resource action document or staff referral to meet their needs.
- Explains the proper use of forms and documents.
- Prepares items for mailing and sorts and distributes incoming mail according to established guidelines and procedures.
- Operates multiline telephone system including answering calls transferring calls and taking messages.
- Schedules customer appointments and maintains schedules for technical or professional staff.
- Composes correspondence reports memos and other documents.
- Reviews and processes forms/documents in accordance with established guidelines and procedures.
- Monitors and updates manual or electronic files.
- Operates a variety of standard office equipment.
- Compiles information to respond to questions or address issues.
- Reviews submitted forms or applications to verify accuracy and completeness.
- Operates automated systems or other departmentspecific computer systems.
- Maintains accurate department and customer records.
- Performs initial screening of applications for departmental services.
- 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:- General office functions procedures equipment and filing systems.
- General goals and purposes of department programs services and operations.
- English grammar spelling and punctuation.
- Word processing spreadsheet database email calendaring programs and automated systems.
Ability to:- Explain policies procedures and regulations governing program operations.
- Analyze situations involving rules and regulations and demonstrate good judgment when making decisions.
- Quickly and accurately enter and retrieve data using an automated system.
- Communicate effectively orally and in writing.
- Interact with individuals from various educational socioeconomic and ethnic backgrounds.
- Work cooperatively as part of a team.
- Identify and correct inaccurate or inconsistent information.
- Listen attentively and understand oral information provided.
- Prioritize plan and organize ones own work.
Minimum Qualifications
Experience and/or training in an office setting paid or unpaid related to filing reception processing mail typing data entry answering telephones assisting the public or other clerical duties.
Supplemental Information
Written Examination Weighted 100%
The written examination will consist of a multiple choice online written exam with the following three (3) test sections:
- Written Communication / Grammar
- Filing and Sorting
- Data Accuracy
To obtain a position on the eligible list candidates must receive a minimum rating of 70% on the examination.
ELIGIBLE LIST INFORMATIONA departmentalopeneligible list will be established for the county of Plumas. 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 forSIX (6) MONTHSfrom 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 INFORMATION
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.
ABOUT PLUMAS COUNTY
Plumas County with a population of 23090 is located near the northeast corner of California where the Sierra and the Cascade mountains meet and includes rugged canyons 110 crystal clear lakes grassy meadows 1000 miles of streams. The County seat of Quincy with a population of approximately 5300 is about 85 miles from Lake Tahoe and Reno Nevada. Plumas County offers U.S. National Forests covering over 70% of its area and family recreational opportunities including: golfing swimming fishing bicycling jetskiing parasailing picnicking birdwatching hiking horseback riding snowmobiling and crosscountry skiing.
Employment Type
Full-Time
