Office Assistant II- Bilingual Spanish

Office Assistant II is the Journey level of the Office Assistant series.  Applicants must possess general clerical skills.  The incumbent will perform complex and/or routine clerical tasks in support of the department or division to which assigned. Incumbents apply specialized knowledge of departmental, work unit and program procedures, services and methods.

The eligible list created as a result of this recruitment will be used to fill part-time and full-time regular, limited-term and extra-help positions as vacancies occur or the need arises throughout the County.

This recruitment requires a Typing Certificate and a Word Processing Certificate. Certificates must be received by Human Resources no later than 5:00 pm on the final filing day.

The written exam for this recruitment is tentatively scheduled for March 28, 2013.

Depending on assignment, duties may include, but are not limited to the following:

1. Receives and screens callers, both in person and over the phone; evaluates described problems and responds to inquiries regarding departmental services or official documents and notices; refers callers to appropriate individuals and/or offices; provides the public and employees with general procedural and/or specific information regarding department, program or services; distributes and explains forms or requests; makes room reservations and/or schedules appointments; verifies identity of individuals; contacts outside agencies to verify information and resolve discrepancies.
2. Guides, advises or explains the functions of the department, work unit or program; may provide assistance, training or instruction to help people understand and learn their duties and responsibilities with respect to the functional usage of forms, documentation, equipment, supplies or materials.
3. Develops, receives and processes documents and information; determines routing of information, correspondence, service requests, records and documents based on content and knowledge of unit operations; issues certificates, permits, licenses and other such documents based on review of submitted documentation for sufficiency and conformance with operating/licensing procedures; determines, receives, records and processes fees according to established procedures; processes accounts receivable and makes deposits.
4. Establishes and maintains general filing, tickler, cross reference and other specialized manual and/or automated record keeping systems; assigns alpha and/or numeric identification codes; sorts and files information based on content or another classification method (e.g., chronological or alphabetical order); purges files; posts information to records and files to update information and document activity transactions; conducts file search to locate misplaced documents; compiles data and/or research information.
5. Copies, compiles, collates, transcribes, files, or posts data and/or information following a schema or plan for the purpose of recording, referencing, describing, or reporting information for work assignments; records, files, enters and/or stores data and information such as that associated with interviewing, guiding, transcription, shorthand, rules, regulations, schematics, diagrams, blueprints, job specifications, routine correspondence, general operating manuals, specifications, operational status, equipment installation, proof reading and assembly instructions.
6. Types a variety of documents such as reports, letters and contracts from handwritten, typed or voice recorded draft; receives direction regarding document format, content, distribution and preparation priority; selects and/or designs appropriate typing format; proofs and corrects copy for grammar, spelling, punctuation and conformance with established guidelines; makes, collates and binds copies of documents produced; distributes documents; composes routine correspondence; develops form letters.
7. Retrieves information from County files and documentation; verifies accuracy of the information to be distributed; verifies information to determine whether documents have been mailed and/or distributed to appropriate parties; performs research to identify needed documents or to verify receipt of documents.
8. Receives, time stamps, routes, and/or distributes materials in accordance with prescribed methods; packs or unpacks materials; moves objects; delivers/picks-up materials or mail; runs errands as necessary.
9. Provides clerical support to unit administrative functions by processing time sheets, payroll/personnel transactions, claims and purchase orders/requisitions; maintains workload statistics, mileage records, supplies and fixed assets; takes and prepares informal meeting notes and minutes; assists in report and budget request preparation by researching and compiling information; establishes and documents clerical operational and work methods procedures.
10. Maintains office equipment and facilities; requests and follows-up on building maintenance and custodial services; operates and performs routine preventative maintenance on office machines; operates personal computers, printers, and related peripherals where the regulating of controls requires continuous attention and readiness of response; may require the use of vehicle specifically required by the job.
11. Reviews and classifies data and information following a schema, plan or system using discretion to determine the appropriate classification of information pertaining to work assignment; analyzes criteria, standards, and/or requirements associated with a particular discipline or work assignment in order to determine actual or probable interactive effects and relationships. 
12. Performs data entry into specialized computer systems used to track and log various County records activities and programs; retrieves information from these specialized computer systems upon request; uses a variety of software applications (e.g., word processors, databases, spreadsheets, presentations) to complete work.

High school diploma or GED preferred; supplemented by six (6) months of full-time work experience that demonstrates possession of and competency in the requisite knowledge and abilities.

PLEASE NOTE THE FOLLOWING:

All candidates must submit a copy of their keyboarding typing certificate by the final filing date and with a Document Cover Sheet, available on the employment website or at the Department of Human Resources’ office.  Failure to submit the required certificate(s) will result in immediate disqualification from further consideration in the recruitment process.

1) The certificate must contain a minimum corrected NET speed of 40 words per minute.  It must be a timed 3 - 5 minute test, include the gross number of words typed per minute, and the number of errors. 

2) A Basic Word Processing certificate (typically Microsoft Office Word) must show proficiency at 70% or higher. 

Certificates may not be more than 12 months old at the time of application, must be from an accredited school or a qualified agency, and must contain the examiner’s signature.  Certificates obtained through the internet (online) will not be accepted.

In addition to uploading attachments when applying online, candidates may submit documents in-person or by mail at Solano County Department of Human Resources 675 Texas Street, Suite 1800, Fairfield CA  94533, or by fax to (707) 784-6014.  When submitting documents in-person, by mail or by fax, include the recruitment title (e.g., Office Assistant II) and the recruitment number (e.g., 12-123456-01).

This Supplemental Questionnaire will be used to determine applicants’ qualifications for this position and whether they will continue in the recruitment process; therefore, applicants are encouraged to answer all questions thoroughly and completely.  Omitted information will not be considered or assumed.  Applicants who have no experience in a specific area are recommended to state "no experience in this area" instead of leaving the space blank.

1. This position requires Spanish skills. Applicants will be required to demonstrate proficiency in speaking, reading and writing in Spanish. Do you read, write, and speak Spanish?

Positions allocated to this class may require bilingual skills.

Positions allocated to this class require the ability to learn specific knowledge related to department, division or program.

Applicants are required to demonstrate basic word processing skills through the passing of a County approved test. Recruiting requirements may be set to test keyboarding (40 net WPM) and/or transcription speed; however, these skills are not the primary areas to be measured in the selection process. 

Independent travel may be required. 

SALARY POLICIES - The starting salary is ordinarily the first rate shown on the front of the announcement.  Salary advancement is authorized after satisfactory completion of additional periods outlined in the employee’s memoranda of understanding or the County’s Personnel and Salary Resolution.  Longevity, shift differential, bilingual, call-back and stand-by pay maybe available for some job classes. 

HOLIDAYS – Regular and limited-term employees receive 12 paid holidays per year.

ANNUAL/SICK LEAVE - Regular and limited-term employees accrue vacation leave at the rate of 10 days per year.  After a certain period of continuous service, employees accrue vacation time at a higher rate as outlined in the employee’s memoranda of understanding or resolution. Regular and limited-term full time employees accumulate 12 sick leave days per year.

RETIREMENT - The County is a member of the Public Employee’s Retirement System (PERS), and benefits are coordinated with Social Security.  The County has reciprocity with all State PERS and County 1937 Act Retirement Systems agencies.  PERS retirement for miscellaneous employees is based on a formula of  2% @ 60.  Note:  For candidates not currently employed by a CalPERS agency or exceeding six months of separation, retirement benefits offered will conform to the California Public Employees’ Pension Reform Act after a January 2013 date of hire.

HEALTH BENEFITS - Employees and their dependents are eligible for vision and dental insurance with 100% of the cost paid by the County of Solano.  The County also participates in a cafeteria medical plan administered by PERS HealthCare (eligibility is dependent upon job class). 

OTHER BENEFITS – Employees may also elect to participate in deferred compensation, credit union, life insurance, and flexible spending plan.  All County employees are eligible to purchase auto and/or home owners, renter insurance from Liberty Mutual Insurance.  An Employee Assistance Program is also provided.

EXTRA-HELP - Extra-help employees do not receive or accrue benefits of regular employees during their period of employment.

The written exam for this recruitment is tentatively scheduled for March 28, 2013.  Qualified candidates will either be pre-scheduled by the Department of Human Resources or be invited to self-schedule. 

The bilingual (Spanish) exam for this recruitment is tentatively scheduled for April 5, 2013.

Based on the information provided in the application documents, the best qualified applicants will be invited for further examination. All applicants meeting the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. Depending upon the number of applications received, the selection process may consist of an initial application screening, a mandatory information meeting, a written and/or practical exam, an oral interview, or any combination listed. Information contained herein does not constitute either an expressed or implied contract.

All potential new hires (including new contract employees) and employees considered for promotion to management, confidential positions or unrepresented will be subject to a background and reference check after contingent job offer is accepted.  These provisions are subject to change.

All additional application materials as requested in the job announcement (e.g. copies of diploma and/or transcripts, certificates, DD-214) must be submitted with the Document Cover Sheet, available on the employment website or at the Department of Human Resources’ office, and are due by the final filing date or within five (5) calendar days from application submittal if the recruitment is Open & Continuous or Open until Filled.  Previously submitted application materials (i.e. copies of diploma and/or transcripts, etc.) for prior recruitments will not be applied for this recruitment but must be re-submitted for this recruitment.

Please visit the County of Solano website, www.jobsatsolanocounty.com, to apply.  Any further questions can be directed to the Department of Human Resources at (707) 784-6170 or at 675 Texas Street, Suite 1800 Fairfield 94533.  The office is open Monday-Friday, 8:00 a.m.-5:00 p.m.  Paper applications may be completed in person during office hours. EOE/AA

To be eligible, applicant must have served at least 181 consecutive days of active duty in the Armed Forces of the United States and have received either an honorable discharge or a general discharge under honorable conditions.  A COPY OF THE DD 214, SHOWING DISCHARGE TYPE, MUST BE RECEIVED IN THE HUMAN RESOURCES DEPARTMENT BY THE FINAL FILING DATE.  Applicants who have a service connected disability must submit a recent award letter from the VA stating they are receiving disability benefits for service connected reasons.  Disability must be rated at least 10% to be eligible for disabled veteran's points. 

Veteran applicants for initial County employment with an honorable or general under conditions discharge shall receive five (5) points added to their combined grade.  Disabled veterans shall have 10 points added to their combined grade.  Veteran scores will only be added to passing scores. 

It is the policy of Solano County that all employment decisions and personnel policies will be applied equally to all County employees and applicants and be based upon the needs of County service, job related merit, and ability to perform the job.

APPLICANTS WITH DISABILITIES:  Qualified individuals with a disability, who are able to perform the essential functions of the job, with or without reasonable accommodation, and need special testing arrangements, must contact the Solano County Department of Human Resources at (707)784-6170, to obtain a Request for Testing Accommodation by Applicants with Disabilities Form.  This form must be received in the Human Resources Department by the final filing date of the recruitment.  Applicants will be contacted to discuss the specifics of the request.

DIRECT DEPOSIT: All persons hired will be required to participate in the direct deposit program.

DRUG FREE WORKPLACE ACT – Depending on the applicant’s job class, prospective employees may be required to undergo a Urine Drug Test in accordance with the Solano County Alcohol and Drug Free Workplace Policy once a conditional offer of employment has been made. Solano County employees are subject to the provisions of the Drug Free Workplace Act of 1988 and the California Drug-Free Workplace Act of 1990.

BACKGROUND PROCESS –The background process may include but not limited to conducting a reference check, completing a personal history statement, conducting a background interview, and live scan fingerprinting.  The County of Solano also utilizes e-Verify to verify employment eligibility.  Note:  A felony conviction will not necessarily disqualify an applicant from employment.    The County will consider the nature, date and relationship between the offense and the position for which you are applying.

MEDICAL EXAMINATION - Prior to appointment, candidates may be required to pass a medical examination.  Candidates are encouraged not to quit or give notice to present employers until the medical examination has been completed and passed.

APPOINTMENT - At the time of appointment, all candidates will be required to execute an oath of allegiance to the United States and the State of California and may be fingerprinted.  Candidates will also be required to offer proof that they are a lawfully admitted alien or U.S. citizen.

PROBATIONARY PERIOD - All new positions are required to successfully complete a minimum probationary period of 6 to 12 months, depending upon the job class.  A probationary period does not apply to "at will" positions.

DISASTER WORKERS - In accordance with Government Code Section 3100, County employees, in the event of a disaster are considered disaster workers and may be asked to respond accordingly.

EXTRA-HELP – An employee appointed to an extra-help position must meet all the requirements of the corresponding regular position.  Extra-help employees cannot work more than 999 hours in the fiscal year.  Extra-help employees are excluded from civil service and do not have rights to regular or continued employment.

The provisions of this bulletin do not constitute an expressed or implied contract.  Any provision contained in this bulletin may be modified or revoked without notice.

"SOLANO COUNTY IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER"