Office Services Supervisor - Social Services

Under direction supervises office support staff and activities in either a single specified or multiple related office support areas; provides difficult technical or specialized office support to various County offices; performs related work as assigned.

This is the first full supervisory level in the office support series responsible for planning organizing supervising reviewing and evaluating the work of a group of office support work also includes performance of difficult technical complex or specialized office support work.

• Supervises and directs office support staff and activities either directly or through subordinate lead staff.
• Plans schedules and assigns office support work such as drafting correspondence typing word processing reception filing recordkeeping report preparation fiscal recordkeeping and similar clerical processing activities.
• Participates in the hiring of assigned staff recommending selection for management approval.
• Trains assigned staff in general office and County procedures and specific departmental and unit policies and procedures.
• Evaluates employee performance counsels employees and effectively recommends initial disciplinary action and other personnel decisions.
• Determines work schedules and authorizes leaves ensuring the effective efficient and timely completion of all work.
• Provides input into the budget and goal setting processes for the unit.
• Performs complex technical difficult and/or specialized office support work related to the department to which assigned.
• Ensures that office administrative details such as supply inventory equipment purchase and maintenance board commission and committee support and relief coverage are attended to; operates standard office equipment.
• Answers inquiries provides information and resolves complaints from the public or County employees regarding the function and activities of the work unit that requires the use of judgment and the interpretation and application of policies rules and procedures.
• Develops recommends and implements improved operating procedures forms and work processes.
• Researches and compiles operational and statistical data and information from varied sources; maintains records and prepares special and periodic reports.

• Supervisory principles and practices including work planning scheduling review evaluation and employee training and discipline.
• Policies procedures and terminology related to the department or function to which assigned.
• Applicable laws ordinances rules and regulations.
• Office administrative practices and procedures including records management and the operation of standard office equipment.
• Business arithmetic including percentages and decimals.
• Business letter writing and the proper form for typed materials.
• Correct English usage including spelling grammar and punctuation.
• Business data processing principles and the use of word processing or personal computing equipment.

• Planning assigning supervising reviewing and evaluating the work of others.
• Training others in work procedures.
• Reading interpreting and applying rules policies and procedures.
• Organizing researching and maintaining office files.
• Composing correspondence independently or from brief instructions.
• Using initiative and sound independent judgment within established guidelines.
• Organizing and prioritizing work meeting critical deadlines and following up on assignments with a minimum of supervision.
• Analyzing and resolving varied office administrative problems.
• Operating standard office equipment including a word processor or computer terminal and centralized telephone equipment.
• Establishing and maintaining effective working Relationships with those contacted in the course of the work.

A typical way to obtain the knowledge and skills outlined above is:

Four years of office support or secretarial experience.

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 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 provide
d 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 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 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 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.