Transfer- Office Specialist Level III

Class Code 28213: Office Specialist Level I/II

Transfer job postings are for County of Sacramento employees only.
In order to be qualified for a transfer:
1. You must meet the Minimum Qualifications of the new job.
2. The difference between the top salary steps (the highest pay rate within the range of pay) of your current job class and the job class that you intend to transfer into must be less than 5%.

There are three different transfer types that you may qualify for: interdepartmental transfer interclass transfer and voluntary demotion. These different transfer types are defined as:

• Interdepartmental transfer - a transfer in the same class from one County department to another.
• Interclass transfer - a transfer from one job class to a different job addition the difference between the top salary steps (the highest pay rate within the range of pay) of your current job class and the job class that you intend to transfer into must be less than 5%.
• Voluntary demotion - a transfer into a job class that pays less than 95% of your current class salary.

Knowledge of

• Clear writing: grammar punctuation spelling vocabulary
• Standard methods of filing (alphabetic numeric chronological)
• English language to communicate
• Telephone procedures
• Arithmetic to make calculations including addition subtraction multiplication and division
• Keyboard (computer typewriter)
• General principles procedures and practices of recordkeeping
• Letter and memo format

• Learn specific codes laws ordinances legal documents and technical terminology related to each program or assignment
• Calculate solutions to math problems involving addition subtraction division multiplication
• Understand and follow basic oral and written instructions
• Operate computer terminals typewriter printer copier microfiche and FAX
• Prioritize work to meet deadlines
• Read English at a level necessary to understand procedures manuals policies guidelines
• Write English at a level necessary to prepare correspondence according to specified format and record incoming information
• Speak English at a level necessary to communicate information clearly
• Operate communication devices telephone and may include radios
• Deal tactfully with people
• Accurately proofread details noting and detecting errors

Minimum Qualifications

Any combination of education training and experience likely to provide the required knowledge and abilities for these classes as described above. Typical ways include:

Office Specialist (Level II)

Six (6) months as Office Specialist (Level I) with Sacramento County or one (1) year of specialized clerical experience comparable to one of the special assignments listed above.

Office Specialist (Level I)

One year of clerical experience including customer relations giving and receiving information on a daily basis and financial or statistical record-keeping.

Note: The level at which initial appointments to the class of Office Specialist are made and advancement from the lower to the higher level of this class (Level I to Level II) are at the discretion of the appointing authority providing the minimum qualification is met.

Retirement Administration - Performs specialized and complex customer service work for Retirement Administration; applies provisions of the 1937 Retirement Act; reviews applications for miscellaneous and safety regular and disability retirement; computes complex benefits and options; and interviews and explains options of the retirement system to members contemplating retirement; researches and corrects service history; establishes and maintains database systems for report purposes; reconciles and maintains financial ledgers for co-payments from benefit recipients; determines refunds payable to terminated members and establishes reciprocity or deferred retirement status for eligible members.

Recording Legal Documents - Performs specialized and complex customer service work for the Clerk Recorders office: examines records and indexes legal documents; authorizes recordings of legal documents; explains and applies laws ordinances regulations procedures; and searches for legal documents using records or computer files.

Personnel Actions - Initiates verifies and processes a variety of personnel and payroll transactions in hardcopy form and directly on-line to the personnel and payroll computer system. Maintains records of employees and position control; requests certification of eligible lists; explains to customers the requirements and effects of personnel ordinance provisions and Civil Service Rules; reviews payroll documents.

Payroll- Reviews computer printout of payroll records; keeps time and attendance records; prepares form(s) for processing special payroll.

Examination Scheduling/Processing - Explains application filing requirements; accepts applications for employment; schedules applicants and rater for examinations; scores examinations and averages and converts raw scores to eligible list scores.

Certifications - Maintains control records on durations of eligible lists provisional and temporary appointments; verifies that appointments from eligible lists comply with provision of the County Charter personnel ordinance salary ordinance and Civil Service Rules.

Medical and Life Insurance Administration - Performs specialized and complex customer service work for Medical and Life Insurance Benefits; applies knowledge of eligibility requirements benefit levels and contract language from insurance laws rules regulations various contracts with HMO health plans retiree Senior Plans and County Collective Bargaining Agreements; enrolls employees and dependents in health plans individually and in group settings; answers questions and processes updates to employees retirees and their dependents insurance benefits; reviews and verifies insurance applications and other paperwork; inputs verifies and maintains health plan premiums in automated payroll system; reconciles and maintains payroll and financial ledgers and reports; maintains employee and retiree files.

Property Tax Assessment - Performs specialized and complex customer service work for the Assessors Office; applies provisions of the California Constitution Article XIII and Revenue and Taxation code applicable to property valuation and tax assessment rolls. The work involves extensive public contact for extended periods at a rapid pace and often under stressful and confrontational situations. Duties include reviewing property records exemption claims and other assessment records to determine transfer appraisability and exemption status of properties; applying proper cost depreciation tax rate and other factors to determine assessed values; preparing and maintaining secured and unsecured assessment rolls and real and personal property records; searching source documents to resolve problems and errors; and explaining tax laws assessment and appraisal rules and procedures reappraisal status determination and exemption requirements to the public. May also assist supervisor on a short-term rotational basis with special projects; team leadership and coaching while performing the same duties.

Note: The word experience referenced in the minimum qualifications means full-time paid experience unless the minimum qualification states that volunteer experience is acceptable. Part-time paid experience may be accumulated and pro-rated to meet the total experience requirements.

Note: If the minimum qualifications include an educational or certificate/license requirement applicants must submit proof of requirements with the application. Failure to submit proof of requirements may result in disqualification from the examination. Unofficial transcripts are acceptable. For guidelines on submitting acceptable proof of educational requirements please click here or speak to someone in our office before the cut-off date listed in this notice.

Special Requirements

Ability to speak read and/or write fluently in a language other than English or knowledge of the culture as certified by the Department of Human Resources.

Where required these special skills may be used in performing such tasks as the following:

1. Gives information by telephone or in person regarding department services in a language other than English to persons whose understanding of English is limited.

2. Translates from written English the regulations or ordinances to a language other than English.

3. Translates to English requests from the public orally or in writing in a language other than standard English.

4. As assigned assists other department employees by giving information and advice on problems involving relationships with persons of different language or cultural backgrounds.

How to Apply

The County of Sacramento application form and responses to the Supplemental Questions are to be completed and submitted online.

Please remember:

• If you have previously applied online for a County job you must use the same Username account.
• Do not share your Username account with anyone else.
• If any additional documentation (such as copies of transcripts etc.) is required you will be contacted.
• Resumes may be attached to your submitted application however a notation of See Resume will not be accepted for the information requested on the application or the Supplemental Questions.
• Your application will be considered incomplete if the required information is not filled out in its entirety.
• Any notifications from the Employment Office about your Transfer application will be sent to you by email. Notices can also be accessed in your inbox.

County of Sacramento Employment Services Division
700 H Street Room 4667
Sacramento CA 95814
Phone ; 7-1-1 California Relay Service
Email
Inter-Office Mail Code: 09-4667

Supplemental Questionnaire Instructions

You must complete the Supplemental Questionnaire for Transfers under the tab marked Supplemental Questions. When completing the Supplemental Questions provide accurate information. Your responses in the Education and Work Experience sections on your application and the Supplemental Questions will be checked to verify that you qualify for a transfer.

Note: Resumes letters and other materials will not be evaluated or considered as responses to the required information on the application and the Supplemental Questions.