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Overview

Position Information

Performs a variety of general or specialized clerical duties related to filing, reception, form processing, record maintenance, mail, typing or data entry; obtains and compares information related to department records, programs, and services; may perform the initial applicant screening as an incidental function and initiate cases through the department’s automated system; and performs related work as required.

Working under general supervision, Office Assistant II is the journey level in the Office Assistant series. Employees at this level are expected to be fully qualified and able to perform difficult and responsible office support work within the framework of established work methods and procedures and to use independent judgment in selecting and applying specific references, procedures, sequences, and alternatives to different work situations, referring non-procedural questions to the supervisor. Positions in this class are flexibly staffed and are normally filled by advancement from the lower level of Office Assistant I, or if filled from the outside, require prior related experience.

The Office Assistant II differs from the Office Assistant III by the level of supervision received, the scope and effect of functions performed, the degree of independence exercised, and the complexity of work assigned. The Office Assistant III may also be assigned lead worker duties, or screening duties on a consistent rather than incidental basis. The Office Assistant series differs from the Account Clerk series in that the primary duties of the Account Clerk involve the application of mathematical skill and ability in the use of financial, numerical and statistical data and information. The Office Assistant class performs a wide variety of general office support duties in which the use of mathematical ability is incidental to the primary function and most frequently performed duties.

Wage Rate: $2,437.50 – $2,822.00 Monthly

Examples of Duties

Duties may include, but are not limited to, the following:
  • Addresses complaints and explains regulations to customers or the public.
  • Responds to inquiries regarding departmental functions, services, policies, and procedures.
  • Obtains information from customers, visitors, or callers to determine appropriate resource, action, document, or staff referral to meet their needs.
  • Explains the proper use of forms and documents.
  • Prepares items for mailing and sorts and distributes incoming mail according to established guidelines and procedures.
  • Operates multiline telephone system including answering calls, transferring calls, and taking messages.
  • Schedules customer appointments and maintains schedules for technical or professional staff.
  • Composes correspondence, reports, memos, and other documents.
  • Reviews and processes forms/documents in accordance with established guidelines and procedures.
  • Monitors and updates manual or electronic files.
  • Operates a variety of standard office equipment.
  • Compiles information to respond to questions or address issues.
  • Reviews submitted forms or applications to verify accuracy and completeness.
  • Operates automated systems, or other department-specific computer systems.
  • Maintains accurate department and customer records.
  • Performs initial screening of applications for departmental services.
  • Performs related duties as assigned.

EMPLOYMENT STANDARDS

Note: The level and scope of the knowledge and skills listed below are related to job duties as distinguished between the two levels in the Definition section.
Knowledge of:
  • General office functions, procedures, equipment, and filing systems.
  • General goals and purposes of department programs, services, and operations.
  • English grammar, spelling, and punctuation.
  • Word processing, spreadsheet, database, email, calendaring programs, and automated systems.
Ability to:
  • Explain policies, procedures, and regulations governing program operations.
  • Analyze situations involving rules and regulations and demonstrate good judgment when making decisions.
  • Quickly and accurately enter and retrieve data using an automated system.
  • Communicate effectively orally and in writing.
  • Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
  • Work cooperatively as part of a team.
  • Identify and correct inaccurate or inconsistent information.
  • Listen attentively and understand oral information provided.
  • Prioritize, plan, and organize one’s own work.

Minimum Qualifications

One (1) year of full-time experience performing clerical duties in an office environment.

Supplemental Information

ADDITIONAL INFORMATION

  • All applicant’s MUST submit the following at the time of application:
    • Cover Letter
    • Resume
    • References (a total of five)
    • Transcripts (if applicable to the Minimum Qualifications)
  • A valid driver’s license may be required at the time of appointment and employees may also be required to drive their own car, provide proof of car insurance, and a DMV clearance. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.
  • Position may require pre-employment drug testing, physical and fingerprinting for a background investigation.
  • This position is full-time at 37.5 hours per week.
  • Government agencies accessing US government information, which includes federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent with 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 an investigation during the 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.

EXAMINATION INFORMATION

If supplemental questions are included as a part of this job bulletin, applicants may be rated based upon their responses to the supplemental questions. If rated, only those that are determined to be highly qualified will be invited to participate in the next step of the selection process.

FOREIGN DEGREE EQUIVALENCY

Applicants who completed their education outside of the United States must submit verification of degree and/or course equivalency by the application deadline. Organizations that provide foreign education credential evaluation services can be found at www.naces.org. MSS will accept verification of degree and/or course equivalency from any of the listed member agencies.

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 the Merit Systems Services Program mssprogram@calhr.ca.gov or 916-323-2360 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.

ABOUT MODOC COUNTY

Modoc County is a geographically diverse area in the northeastern corner of California and borders both Oregon and Nevada. The City of Alturas is the county seat and the only incorporated city in the County. Federal land comprises much of Modoc County, with employees from the US Forest Service, Bureau of Land Management, National Park Service, Bureau of Indian Affairs, and the US Fish and Wildlife Service assigned there. These federal operations account for a significant part of the County’s economy. Modoc County is home to the Medicine Lake Highlands, which is the largest shield volcano on the US West Coast. You’ll also find areas of lava flows, cinder cones, juniper flats, pine forests, and seasonal lakes, nearly one million acres of the Modoc National Forest, as well as hot springs and lava caves, which are common to the area, and geothermal energy resources.

Modoc County is an EOE.

Minimum Education and Experience

Education Required: None
Hiring Requirements for this Job:
  • Drug Testing / Screening
  • Background Checks
  • Reference Check
  • Salary: $2,437.50 - $2,822.00 Monthly