Office Support Specialist

Recruitment #1303-000518-001

Introduction

This recruitment is open only to current employees of the Yolo County Department of Employment and Social Services.

This is a promotional opportunity for qualified employees of Yolo County's Department of Employment and Social Services to apply for the class of Office Support Specialist. The position is located in the Employment & Transitional Services Division, Employment Services Program.

In order to be considered, interested applicants must submit an online County of Yolo Employment Application and a valid typing certificate. Typing Speed Requirement: Ability to type accurately at a speed of thirty-five (35) words per minute. A typing certificate must be submitted with your application and must include the following: time limit of the test (minimum of three minutes), gross words per minute, number of errors, date of test (within one year) and the signature of the person administering the test. The certificate must be on agency letterhead. On-line typing certificates will not be accepted.

The typing certificate may be submitted to the Yolo County Human Resources Department in any one or more of the following ways:

  • As an attachment to the online application
  • By e-mail to hrjobs@yolocounty.org
  • By fax to (530)666-8049
  • By hand-delivery to 625 Court Street, Room 101, Woodland, CA 95695. Office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.

All required documents must be received by the Human Resources Department by no later than 5pm on Friday, April 19, 2013. Postmarks will not be accepted.

Definition

Under direction performs and oversees the administrative and accounting clerical functions in a department, division, or branch office; interprets policy and administrative regulations; may perform a combination of clerical payroll, accounting and human resources related duties; performs other related duties as may be required.

Distinguishing Characteristics

This is a non-supervisory clerical classification responsible for performing a variety of difficult and complex clerical tasks with a high degree of skill and independence of judgement. Incumbents are distinguished from other non-supervisory clerical classes in that they are responsible for the routine non-supervisory oversight of the clerical administration in a department, division or branch office with minimum supervision. They may be required to interpret departmental policy, assist in development of rules and regulations, and prepare and process payroll, personnel forms, other documents and reports.  Incumbents may also perform lead functions.

Essential Functions

  • Depending on assignment, duties may include but are not limited to the following:
  • Interviews office visitors and refers individuals to proper source of information; receives and screens callers, forwards to appropriate individuals inquires from the public; evaluates described problems and responds to questions regarding departmental services or official notices sent by the department; provides the public and interested individuals with general procedural and/or specific program information; may take messages and schedule appointments.
  • Provides clerical support to unit administration functions by processing time sheets, payroll/personnel transactions, claims and purchase order/requisitions; may receive monies; maintains workload statistics, and other records, takes and prepares meeting notes and minutes; assists in report and budget request preparation, researching, and compiling information; establishes and documents clerical operational and work methods procedures.
  • Types, takes dictation, and/or transcribes a variety of documents and forms that may require independent assembly of information, independent judgement and interpretation; consults with documents originator on format, content distribution and preparation priority; selects and/or designs appropriate typing format; proofs and corrects copy; makes, collates and binds copies of documents produced; distributes documents; composes routine correspondence and develops form letters.
  • Initiates, receives and processes documents and information; determines routing of information and correspondence; establishes and maintains general filing, confidential files, payroll and personnel records, cross reference, and other specialize manual and/or automated record-keeping systems; compiles a variety of data and other information for special and periodic studies; purges files; posts information to records and files, and conducts file search to locate misplaced documents. 
  • May be in charge of confidential information and maintains the confidentiality of such information.
  • Maintains office equipment and related; does requests and follows up on building maintenance and custodial services; operates and performs routine preventative maintenance on office machines including data/word processors, copiers, etc.
  • Upholds the Values of Yolo County; participates and supports teamwork, builds and maintains positive working relationships with co-workers and the public; may lead the work of other clerical support personnel.

Employment Standards

Education:  Successful completion of high school or GED certificate; and  

 

Experience:  Three years of increasingly responsible office clerical experience.

 

Typing Speed:  Ability to type no less than 35 words per minute.(a copy of typing certificate is required when applying for this position.)

License

Some positions in this classification may require incumbents to possess and maintain a valid California driver’s license, Class C or higher, to carry out job related duties. Individuals who do not meet this requirement due to a physical or mental disability may request a reasonable accommodation.

Knowledge & Ability

Knowledge of:  General office procedures and practices; forms, records and terminology used; rules, regulations and operating procedures; public information and contact techniques; availability and nature of services provided; record-keeping and filing systems; methods of recording, researching and compiling information; general clerical and technical resource materials and information sources; document preparation, duplication and distribution techniques; administrative procedures affecting inventory, purchasing, accounting and personnel/payroll transactions.

 

Ability to:  Apply knowledge of clerical operational and technical procedures; type minimum 35 word per minute; communicate effectively with people of diverse backgrounds; demonstrate tact and diplomacy; proofread and/or edit for errors in spelling, grammar and punctuation; research regulations and technical reference materials; type and prepare final forms; sort alphabetically, chronologically and numerically; use and maintain office machines; develop and implement clerical work procedures; collect and analyze data and make appropriate recommendations; organize and prioritize work assignments; maintain confidentiality of information.

Environmental & Functional Factors

Incumbents in this class are generally expected to work inside buildings; to work either alone or closely with others; to drive a car; lift and carry objects weighing up to 15 pounds; move about and have use of fingers and both hands; communicate verbally with co-workers and the public; be able to decipher color coded films, forms, and computer instructions; hear well.

Medical Class

This class includes administrative or clerical positions requiring light physical effort, which may include frequent lifting of up to ten pounds and occasional lifting of up to twenty-five pounds.  Ability to place or retrieve items at below waist level may be required.  Considerable moving about may be involved.

Benefits

Retirement

  • CalPERS Retirement Classic Members - 2.5% @ 55 (Misc.):  Yolo County pays 7% of the member contribution, and employees pay approximately 1% of salary toward retirement.
  • CalPERS Retirement New Members - Employees pay approximately 6.25% of salary toward retirement.
  • All Yolo County employees participate in Social Security and Medicare.

Health Benefits

  • Yolo County offers 6 health plans (3 HMO’s and 3 PPO’s). Yolo County pays the following monthly portion of the premium: for Employee Only, $600.34; for Employee and 1, $1,200.66; for Employee and 2 or more, $1,560.86.  The County contribution is pro-rated for part-time employees.
  • General Unit employees who do not enroll in health insurance are eligible to receive $300 monthly (less applicable payroll taxes) upon proof of adequate health insurance coverage.
  • All employees are required to enroll in our Delta Dental Plan. The current monthly premium is $88.00 with the County paying 90%. Family members may be added at no additional cost.
  • All employees are required to enroll in our plan with Medical Eye Services of California. The current monthly premium is $9.92 with the County paying 90%. Family members may be added at no additional cost.
  • The County provides a $25,000 life insurance policy.
  • Employees participate in the State of California disability program. SDI benefits may be supplemented with accrued leave balances.
  • Employees have a confidential counseling program available for up to 6 free visits each fiscal year.

Leave Benefits

  • Employees earn 8 hours of sick leave per month.
  • New employees earn the equivalent of 80 hours of vacation time off per year and are eligible to use vacation after 13 pay periods of employment. The accrual rate increases to 120 hours after 3 years of employment.
  • Employees with a balance over 280 hours may request to purchase up to 40 hours each fiscal year.
  • Employees earn 32 hours of floating holiday time off each fiscal year.
  • Employees receive 10.5 paid holidays each year.

Selection Plan

4/15/2013 - Screen for Minimum Qualifications
4/15/2013 - Establish List
TBD - epartment Selection Interviews
TBD - Tentative Job Offer
TBD - Estimated start date

Contact Information

For questions about the position or about employment with the County, please contact Brody Lorda by e-mail at brody.lorda@yolocounty.org or by phone at (530) 666-8054.

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