Senior Office Assistant chez Kings County, CA

About the Department

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.

• Performs a variety of complex, difficult and specialized department specific clerical and administrative duties in support of an assigned department, division or unit.
• Provides technical and functional direction and training for subordinate clerical staff as assigned.
• 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 to meet with staff; 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.
• 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 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

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.   A typical way to obtain the required qualifications would be:

EDUCATION AND EXPERIENCE

Education:

Experience:

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

Tentative Recruitment Process:
Closing date: November 14, 2025
Human Resources Oral Boards: December 16, 2025 & December, 17, 2025
Department Interview: TBD

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