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Overview

Modoc County Department of Social Services

JOB ANNOUNCEMENT

Position: Office Assistant III
Salary: $3,129.00 – $4,856.00 Monthly
Location: Alturas, CA
Job Type: Full-Time (37.5 hours per week)
Job Number: MSS04540
Opening Date: 05/22/2024
Closing Date: Continuous

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 interviews 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.

Examples of Duties

  • 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

  • A valid driver’s license may be required at the time of appointment. 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 is not a “remote work” or “teleworking” position. This position is based in Modoc County, CA.

Note: Government agencies accessing US government information, including federal tax information, must ensure that background investigation requirements for all agency employees and contractors with access to federal tax information are consistent with IRS background investigation requirements. A background check may be required if the position requires access to these types of records. Background requirements consist of three components: fingerprinting, citizenship verification, and local law enforcement checks. State agencies must conduct an investigation at 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.

EOE

Minimum Education and Experience

Education Required: High School
Driver's License Required: Yes
Hiring Requirements for This Job:
  • Drug Testing / Screening
  • Background Checks
  • Reference Check