Office Assistant I/II-Bilingual (English/Spanish) chez Kings County, CA

About the Department

The Kings County Human Services Agency has multiple vacancies for an Office Assistant I/II - Bilingual (English/Spanish). Help support the department by assisting the public, handling calls and emails, processing mail, and performing general office duties. Entry-level Office Assistant I positions work under close supervision, while Office Assistant II positions perform full duties with greater independence.

Under immediate (Office Assistant I) or general supervision (Office Assistant II), performs a variety of general and/or department specific clerical and administrative duties in support of an assigned department, division or unit; assists member of the public who are using or seeking information about County services on the phone, by email or in person; takes and conveys messages; reviews and routes mail and phone calls to appropriate staff, and office supply orders; files documents and records; and performs related duties as assigned.

Receives immediate (Office Assistant I) to general (Office Assistant II) supervision from assigned supervisory or management personnel.  Exercises no direct supervision over staff.

The Office Assistant classification series encompasses a broad category of clerical, office and staff support functions which are utilized in many County departments. Although actual assigned duties of positions may vary from, and within, each department, the primary duties generally involve word processing, data entry, customer service, telephones, mail processing, document and report preparation, utilization of department specific tools, processes and/or procedures, and record/file systems maintenance.

Office Assistant I:  This is the entry-level classification in the Office Assistant series.  Initially under close supervision, incumbents learn and perform routine County and department or program specific clerical and administrative functions, including but not limited to receiving, screening, and processing visitors and callers; directing questions to the appropriate staff; providing office and clerical support, preparing memos, letters, forms, and other documents, scanning, processing incoming and outgoing mail, and assisting in department related projects and programs.  As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently.  Positions at this level usually perform most of the duties required of positions at the II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods.  Work is usually supervised while in progress and fits an established structure or pattern.  Exceptions or changes in procedures are explained in detail as they arise.

Office Assistant II:  This is the journey-level classification in the Office Assistant series.  Positions at this level are distinguished from the Office Assistant I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative.  Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are aware of the operating procedures and policies of the work unit.

The Office Assistant II is distinguished from the Senior Office Assistant classification by the latter’s responsibility for performing the more complex work assignment and for providing lead direction to lower-level clerical staff.

Positions in the Office Assistant class series are flexibly staffed and positions at the II level are typically filled by advancement from the next lower level after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level classification.

Position Duties

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I Level) positions.

• Performs a variety of general and/or department specific clerical and administrative duties in support of an assigned department, division, or unit.
• Answers a high volume of incoming telephone calls and e-mails; provides information and answers questions; addresses issues and concerns from members of the public, vendors, and County staff; takes and conveys messages; refers issues to the appropriate staff or department; replies to voicemail and email messages; greets visitors and residents at County facilities; schedules appointments for customers; distributes literature pertaining to County services and events.
• Composes, types/keyboards and processes a variety of rough draft and final documents, such as general correspondence, memos, statistical or other charts, graphs or reports, presentations, staff reports, budget reports, community outreach materials, flyers, postcards, directories, invitations, commendations, manuals, forms, schedules, invoices, logs, work orders, contract documents, vendor agreements, and requisitions; proofreads, edits and corrects prepared materials, ensuring accuracy, completeness, compliance with department policies, and correct grammar, punctuation and spelling; receives, processes, and tracks documents such as permit applications, contract agreements, proposals, plan submittals, insurance certificates, subpoenas, summons, petitions, public records requests, claims and/or departmental specific paperwork.
• Creates, organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; maintains and/or establishes filing systems; audits files for compliance with federal, state, and local laws and records retention schedules.
• Collects, opens, and distributes incoming mail, packages, email communications, correspondence, reports, requests for service, and complaints to appropriate staff.
• Performs a wide variety of routine and/or repetitive tasks, such as, filing, billing, and collecting, receipting, reconciling fees or other payments, preparing work orders; enters, edits and retrieves data and prepares regular or special reports; may perform high volume production typing/keyboarding/data entry.
• Prepares, processes, and maintains various departmental files and retrieves records; maintains confidentiality of department records.
• Takes and prepares minutes of meetings or conferences; sets-up rooms including beverages and refreshments; checks in attendees; and clears or cleans up rooms at the conclusion of the event; may serve as an assistant to an advisory or other board, as assigned. 
• Prepares, maintains, verifies, and processes a variety of accounts payable and/or accounts receivable documents; Maintains and updates related spreadsheets and records. 
• Assists with fleet management; distributes vehicles; ensures keys are returned; manages gas cards and receipts.
• Following established checklists, completes building walkthroughs to check for any maintenance and/or repair needs including but not limited to doors, lights, floors, and accessibility; creates and processes work orders for necessary repairs.
• Provides assistance to department manager in their day-to-day activities; follows up with tasks assigned including maintaining calendars.
• Process criminal history and background checks for prospective employment and training service clients; issues certified copies of births, death, and fetal deaths; reviews documents to ensure proper coding; processes live scans results; rolls fingerprints for employees and prospective employees; processes criminal history requests; tracks CLETS and live scans that are provided to staff. 
• Operates office equipment as required, including computers, intercoms, telephones, facsimile machines, photocopiers, calculators, typewriters, two-way radios, microfilm/microfiche machines, postage meters, fingerprinting/imaging and/or scanning equipment and other office machines, equipment or appliances; troubleshoots and performs routine minor maintenance on office equipment; determines the need for service and repair and escalates to the appropriate staff.  
• Creates and completes staff travel and lodging arrangements and completes travel expense reimbursement requests.
• Participates in monthly shopping run for children served purchasing food, clothes, formula, snacks, shoes, beverages and other needed items; inventories and submits receipt for payment.
• Maintains office supplies; stores, distributes and inventories office supplies and water, food, or utensils required for meetings; prepares Personal Protective Equipment (PPE) distribution lists; tracks and packages PPE inventory.
• Issues, receives and processes various applications, permits, forms, and documents.
• Participates in special projects; attends trainings, meetings and conferences, as assigned.
• Observes and complies with County and mandated safety rules, regulations and protocols.
• Performs related duties as assigned.

Minimum Qualifications

EDUCATION AND EXPERIENCE

Education:

Experience:

• Office Assistant I:None required. 

• Office Assistant II:  One (1) year of experience performing duties at a level equivalent to the classification of an Office Assistant I in Kings County.

LICENSES AND CERTIFICATIONS

Licenses:

Qualify for security clearance through a background investigation and fingerprint check; ability to work standard eight-hour shifts or alternate shifts, such as ten- or twelve-hour shifts; must be willing to work irregular hours including emergencies, evenings, weekends and holidays, work varying shifts as necessary, and work overtime or mandated overtime. 

Other Qualifications