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Overview

Position Information

Under limited supervision, the Office Assistant III performs highly responsible, specialized, and technical office support activities; explains rules, policies, and operations related to department records, programs, and services; may serve as a lead-worker and provide training and work assignments to a group of office support staff; may conduct initial application screening interview and initiate cases through automated systems; and performs related work as required.

The Office Assistant III is the advanced journey level in the Office Assistant series. Incumbents either act as lead-worker to a group of office support staff, perform applicant screening in addition to other primary responsibilities, or exercise a detailed subject matter knowledge of a specific and complex program area or specialized record keeping system.

The Office Assistant III differs from the Screener in Social Services in that the Screener classification is assigned the screening function as a primary responsibility, while the Office Assistant III may have primary responsibility for other advanced clerical functions, and screening duties represent a less significant portion of the overall responsibilities of the position.

Wage Rate: $2,437.50 – $2,963.00 Monthly

Examples of Duties

Duties may include, but are not limited to the following:
  • Provides interpretation and guidance to new employees, lower level clerical staff, and coworkers on new or revised policies and procedures.
  • Coordinates, distributes, and reprioritizes work tasks to adjust to changing demands.
  • Monitors the quality and timeliness of work.
  • Assists others with complex or non-routine matters.
  • Provides supervisor with feedback on employees and process improvements.
  • 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.
  • Operates a variety of standard office equipment.
  • 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.
  • 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.
  • Performs related duties as assigned.

EMPLOYMENT STANDARDS

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.
  • Standard formats and vocabulary used in business correspondence.
  • Basic supervisory and training and development principles and practices.
  • State, County, or Department computer systems.
  • Word processing, spreadsheet, database, email, calendaring programs, and automated systems.
Ability to:
  • Explain policies, procedures, and regulations governing program operations.
  • Analyze situations involving complex rules and regulations and demonstrate good judgment when resolving differences.
  • Provide effective verbal and written instruction to others.
  • Prioritize, plan, and organize one’s own work.
  • Conduct interviews and record information simultaneously.
  • Quickly and accurately enter and retrieve data using an automated data system.
  • Identify and correct inaccurate or inconsistent information.
  • Interact with individuals from various educational, socioeconomic, and ethnic backgrounds.
  • Provide direction to and train subordinate staff.
  • Work cooperatively as part of a team.
  • Listen attentively and understand oral information provided.
  • Maintain flexibility in daily activities and decision making.

Minimum Qualifications

Two (2) years of full-time experience performing clerical duties in an office environment, including one (1) year at the journey level.

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 - $2,963.00 Monthly