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Senior Office Assistant-Exempt

Clerk of the Board - Transfer Opportunity

Recruitment #0816-EO6112-EX

Introduction

The Clerk of the Board is currently considering transfer requests to fill a vacancy in the department. Only current County employees who meet certain eligibility requirements for transfers are eligible to apply. A completed application, with the supplemental questions, must be postmarked or received online by the final filing deadline for consideration.

 

The Senior Office Assistant will provide clerical support in the announcement, application and appointments to Boards and Commissions as well as Assessment Appeals functions. The position will provide clerical support for basic accounting and payroll functions.

 

The Department: The primary responsibility of the Clerk of the Board office is to maintain the Board of Supervisors legislative history, provide access to public records, and provide administrative support to the Board of Supervisors. The Clerk of the Board manages the meetings and agendas of the Board of Supervisors, Assessment Appeals Board, and City Selection Committee. Additionally, the office is responsible for processing applications to reduce property assessments; schedule appointments to Boards and Commissions; maintain the County’s ordinance code; and accept claims against the County, Lobbyist registrations, and requests for records. The Clerk of the Board staff is dedicated to providing quality customer service to the public.

 

Note: This position is exempt from the San Joaquin County Civil Service system. Appointments to exempt positions are at-will and are not governed by the Civil Service Rules.  Members of this unit shall receive a supplement of 10% of base salary.

 

 

NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail.

TYPICAL DUTIES

Prepares a wide range of reports and documents from written material or machine transcription using a typewriter, word processor or other office equipment; formats documents, charts, reports and forms using techniques that may require the use of office automation equipment; edits for punctuation and spelling; proofreads for accuracy and consistency; may independently compose and prepare reports, letters and/or memoranda.

 

Performs general secretarial work; receives and screens visitors, callers and mail, and directs to appropriate individual or office; takes and transmits messages; makes appointments; greets and assists customers in person, on the phone, on the computer or through other means of communication.

 

Provides and gathers general information to/from a variety of sources; asks/answers questions and completes forms; identifies customer needs; searches for, receives and explains information regarding rules, regulations, policies, procedures and technical office operations; may issue certificates, permits, licenses and other documents; provides customer service in a calm, helpful and effective manner.

 

Processes and maintains information related to departmental operations, including information of a moderately technical, specialized or sensitive nature; codes, files and retrieves documents and records using standard alphabetical, numerical, coded and computerized filing systems.

 

Researches, compiles, maintains and processes general statistical, financial and/or numerical data related to departmental personnel, payroll, purchasing, inventory, budget and/or other functions; verifies and makes entries and notations; reviews material for completeness and accuracy; performs basic computations and calculations; may compute, collect and receipt monies and fees; may maintain basic ledgers and accounts; may process accounts receivable, perform billing operations, and/or make deposits; may develop and maintain spreadsheets and databases, either by hand or computer.

 

May operate a multi-line telephone switchboard; may dispatch vehicles.

 

May train or review the work of others; may provide lead or technical assistance as part of a training program

MINIMUM QUALIFICATIONS

Either I

            Experience:  One year performing work at a level equal to or higher than Office Assistant in San Joaquin County service.

Or II

            Experience:  Two years of general clerical, secretarial and/or office technical work.

            Substitutions:  a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience.

And

            Certificates:  1) Possession of a valid typing/keyboarding or other acceptable certification of ability to input data at the rate of 45 words per minute, if required by the nature of the assignment; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs, if required by the nature of the assignment.

            Special Requirement: Most positions require the ability to use computers and/or word processing equipment.  If required by the nature of the position, demonstrated general or software-specific computer proficiency may be required prior to appointment.

  

NOTE: Applicants must be currently employed by San Joaquin County and meet the eligible requirements for transfer opportunities.

KNOWLEDGE

Knowledge of: Standard office practices and procedures; personal computer systems and general office computer software; fundamental public relations techniques; filing and record keeping systems; language mechanics; correspondence and report formats; arithmetical operations related to clerical processes; cash handling procedures.

ABILITY

Ability to: Utilize a variety of office procedures and equipment; follow oral and written directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform basic arithmetical operations; match names and numbers. 

PHYSICAL/MENTAL REQUIREMENTS

Physical/Mental Requirements:  Mobility—frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting—frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual—constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking—frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological—frequent decision making, concentration, and public contact; Special Requirements--some assignments may require working weekends, nights, and/or occasional overtime; Environmental—occasional exposure to varied weather conditions.

Selection Procedures

CIVIL SERVICE RULE 11. TRANSFER

Section 2. Eligibility to Transfer for Interdepartment Transfer

To be eligible for transfer to a class at the same salary range, the employee must meet the following standards:

a. Meet the minimum qualifications of the class.

b. Meet one of the following requirements for permanent status:

1) hold permanent Civil Service Status in the present class,

2) have 12 months' continuous probationary service in San Joaquin County, or

3) have held permanent Civil Service status during current term of service with San Joaquin County,

4) be laid off from a civil service classification with less than 12 continuous and Consecutive months in classified service

c. Have a rating of satisfactory or better on the last performance evaluation. Names of employees approved for such transfer shall be maintained, without rank, in a transfer request file

CIVIL SERVICE RULE 10 PROMOTION OR DEMOTION

Section 6. Voluntary Demotion

An employee may, at any time, demote to any position throughout the County which has a lower salary range, provided the employee meets the minimum qualifications of the class, requests the demotion, and the action is approved by the Director and the Appointing Authority of the department to which the demotion is made. Demotions which are not voluntary must be completed in accordance with Rule 18 or with Section 5 of this Rule.

 

HOW TO APPLY

Apply Online:       

www.sjgov.org/hr

By mail or in person:  

San Joaquin County Human Resources

44 N. San Joaquin Street Suite 330

Stockton, Ca 95202                                  

 

Office hours:               
Monday – Friday 8:00 am to 5:00 pm; excluding holidays.

Phone:  (209) 468-3370 

 

Job Line:

For current employment opportunities please call our 24-hour job line at (209) 468-3377. 

When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. (The County assumes no responsibility for mailed applications which are not received by the Human Resources Division).  

San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees.

Equal Opportunity Employer:  San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation.  For more information go to
www.sjgov.org/eeo.




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San Joaquin County
Human Resources Division  Stockton, CA 95202
E-mail | Phone: (209) 468-3370 | 8am - 5pm M-F | Powered by JobAps