Vocational Assistant
Vocational Assistant
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Job Description
Position Information
Performs a variety of duties in support of public assistance and/or social service programs and related administrative functions. Incumbents work in partnership with paraprofessional and/or professional staff to provide routine clerical support to the program and supportive services to clients; and performs related work as assigned.
Working under general supervision Vocational Assistant continues and expands the training and preparation of incumbents for other classes in the public assistance and social services area. Positions in the Vocational Assistant class are flexibly staffed and are normally filled by advancement from the lower level Vocational Trainee or if filled from the outside require prior related experience.
SUPERVISION EXERCISED AND RECEIVED
Incumbents in the Vocational Trainee/Vocational Assistant classification receive close supervision from a supervisor or manager in the relevant program area.Examples of Duties
- Duties may include but are not limited to the following. For Vocational Trainee duties are performed at the entry level:
- Provides courteous high quality service to those contacted in the course of work using the principles of effective customer service
- Performs routine clerical duties such as answering phone calls sorting and maintaining filing systems; posting outgoing mail and delivering incoming mail; processing documents; and performing receptionist functions using standard office equipment
- Refers specific or complex questions received in person or by phone to the appropriate staff member
- Reads complex laws policies or procedures for comprehension and relevance to daily tasks; adheres to Federal State and agency regulations in providing assistance to clients; and maintains confidentiality of protected information
- Transports or accompanies adults and/or children to and from meetings appointments court activities employment interviews and other activities in the community that support overall client health and well-being
- Assists clients in filling out appropriate applications or directs them to appropriate phone numbers to call to obtain community resources
- Enters actions taken in support of client care and observations on the physical or psychosocial condition of client in appropriate databases/files and/or activity logs for tracking and access by all involved staff
- Identifies emergency situations and refers clients to departmental or community services for emergency food shelter and clothing needs
- Supervises routine court ordered visits between parents relatives and children and provides updates to the case worker
- Learns and complies with all County equipment and safety policies and procedures and California Occupational Safety and Health Administration (Cal OSHA) rules and regulations
- Provides verbal reports to lead case workers or supervisors to update them regarding clients condition or care provided
- Participates in external training or conferences to learn or improve upon activities conducted in work activities of the assigned department
- Researches potential services available to program clients in their communities
- Explains rules regulations policies and procedures to clarify department functions to others
- Under Social Worker guidance provides information and available resources on sensitive topics such as substance abuse family planning or counseling services to help the community seek assistance without department intervention
- Consults with supervisor or other agency staff if client does not seem to be progressing on an interdisciplinary treatment plan; reports clients non-compliance with self-sufficiency plans and reasons to caseworker or supervisor; consults with supervisor on clients who may need emergency assistance when needed
- Prepares standardized documents or form letters to send to clients or other agency personnel
- Provides child care while caregivers are attending vocational classes job interviews counseling or meeting with social services staff
- Learns and explains departmental and community programs and resources at organized events to establish community awareness
- Performs related duties as assigned
EMPLOYMENT STANDARDSNote: 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:
- Basic computer operation and programs (e.g. Word Excel PowerPoint Outlook etc.) to perform work activities properly and efficiently
- Telephone etiquette when taking and receiving phone calls
- Effective customer service principles and techniques
- Modern office equipment including multi-line phones copiers scanners and/or fax machines.
- Correct English grammar punctuation and spelling to communicate effectively
- Filing methods to organize and manage large amounts of information
Ability to:
- Maintain confidentiality of client and departmental information encountered in the performance of all works tasks and responsibilities
- Utilize a computer to perform basic functions (e.g. compose documents conduct internet research email etc.)
- Work effectively in a team environment
- Organize work and set priorities to complete assignments in a timely manner and manage ones own time to complete work independently
- Treat all those contacted in the course of work in a courteous patient and professional manner
- Establish rapport and make the client feel safe; maintain professional boundaries with clients
- Communicate effectively with individuals of diverse socio-economic and cultural backgrounds as well as individuals representing a wide diversity of ethnicities cultures opinions and beliefs
- Deal effectively with clients of various ages including those with physical developmental and/or emotional difficulties
- Learn from on-the-job training
- Work effectively when faced with frequent interruptions
- Listen to what others are saying and ask questions as appropriate
- Recognize and work within the scope of given authority
- Adapt to ongoing procedural and technological changes
- Be patient tactful and diplomatic when discussing sensitive or emotional issues
- Maintain composure during emotionally stressful situations
- Speak using proper sentence structure and vocabulary to communicate with others effectively; verbally explain difficult concepts such as regulations and procedures to clients in easily understood language and terms
- Maintain accurate and detailed records/notes/logs and a paper filing system of client or department information
- Establish and maintain effective working relationships and communicate effectively with professionals contacted within and outside of the department
- Recognize subtle changes in behavior indicating hostility or aggression and respond accordingly; be socially perceptive and understand why others may react as they do
- Coordinate work with other paraprofessional and professional staff members
- Clearly and accurately communicate information and ideas in writing with correct English grammar punctuation and spelling; write clear accurate and reports
- Type/keyboard with sufficient speed and accuracy to complete office tasks in an efficient manner
- Remain up-to-date on multiple cases with frequent updates or changes
- Verbally explain difficult concepts such as regulations and procedures to clients in easily understood language and terms
- Awareness and sensitivity to feelings attitudes and trends in the community
- Ability to read and understand various work-related documents (e.g. memos letters reports etc.)
- Take initiative to provide the most effective service possible within established guidelines and parameters.
- Make basic mathematical calculations including addition subtraction multiplication and division.
Minimum Qualifications
VOCATIONAL ASSISTANT
Six (6) months of full-time experience performing the duties of a Vocational Trainee;
OR
Six (6) months of paid or unpaid work experience in a human services agency that provided an understanding and acceptance of clients served by the agency.
UNUSUAL WORKING CONDITIONS
Requires travel to perform work duties at various locations; may work on weekends or holidays; may work irregular hours (e.g. night shift)Supplemental Information
EXAMINATION INFORMATION
TRAINING & EXPERIENCE EXAMINATION WEIGHTED 100%
The 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 pre-determined 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.
Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.
If conditions warrant an Experience and Education examination may be conducted in lieu of the Training and Experience examination. Please review the Experience and Education 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. 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 Humboldt. 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 at or 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.
DRIVERS LICENSE REQUIREMENT
Some positions in this classification may require possession of a California driver license.
Employees who drive on County business to carry out job-related duties must possess a valid California driver license for the class of vehicle driven and meet automobile insurability requirements of the County. Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on case-by-case basis by the appointing authority.
ADDITIONAL INFORMATION- Background check: Prior to hire candidates must pass a background check including a criminal records check.
- 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.
PERS Retirement
Tier 1: 2.7%@55 prior to 7/5/12
Tier 2: 2.0%@55 post 7/6/12
Tier 3: 2.0%@62 post 1/1/13
ABOUT HUMBOLDT COUNTY
Humboldt County is considered by many to be the most beautiful county in California. It is located 270 miles north of San Francisco and is an area that has densely forested mountainous areas as well as over 100 miles of Pacific coastline including Humboldt Bay Californias second largest natural bay. Humboldt County is substantially rural with its greatest population in Eureka where the College of the Redwoods main campus is located and Arcata home to Cal Poly Humboldt State University. Its a charming and comfortable area known for its hundreds of structural examples of Victorian architecture and great bike culture. The county produces 20% of the total volume and 30% of the total value of all forest products produced in California. Residents and visitors enjoy the many great performances and cultural events scheduled at Cal Poly Humboldt University as well as great restaurants farmers markets museums state parks and nature and wildlife areas. Also popular is the Ale and Spirits Trail Redwood Coast Music Festival and the Summer Arts and Music Fest.
Employment Type
Full-Time
