Job Description

Posting number: 2610-2104

Department: List Used By Multiple Departments

Job classification: SR. OFFICE ASSISTANT

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Miscellaneous, Customer Service

Summary

THE COUNTY OF EL DORADO

The County of El Dorado is committed to promoting the power of public service by fostering a diverse and collaborative workplace where employees are empowered, respected and valued. The dedicated efforts taken by the Board of Supervisors continues to promote El Dorado County as a competitive employer that is committed to recruiting and retaining qualified employees by advocating for competitive salaries and excellent benefits. The County of El Dorado is also supportive of providing telework opportunities for employees consistent with business needs and in accordance with Board of Supervisors Policy E-12 - Telecommuting.

THE OPPORTUNITY

Under general supervision, performs advanced and specialized clerical work of above average difficulty and complexity in areas such as legal documents, personnel functions, insurance claims, contracts, proposals, treatment authorization forms, and program eligibility forms; may serve as a lead worker over a group of office support staff; and performs related duties as assigned.

The selected candidate will have the opportunity to:

• Lead direction and training to a small group of office support staff; organize, assign, and monitor subordinates' work; sets priorities and provide guidance and training based on established policies and procedures; follow up to ensure appropriate completion of assigned work.
• Provide input into employee performance, selection and other personnel decisions.
• Perform advanced and specialized office support work which typically requires some specialized subject matter knowledge, including interpretation and/or explanation of program policies and procedures as well as coordination of detailed or specialized office activities related to the department to which assigned.
• Provide specialized department information, including detailed program-specific information, to County executives, managers, clients, outside agencies, and others; search for, receive, and explain complex rules, regulations, policies, procedures, and technical office operations; explain external laws, regulations, ordinances, and policies as they relate to clerical/technical/office functions.
• Assist clients in completing complex forms for the purpose of documenting specialized program-related information; provide advanced customer service in a calm, helpful, and effective manner.
• Research, compile, maintain, and process statistical, financial, and/or other numerical data to support specialized office functions; create spreadsheets, logs, and other clerical tools to assist with maintaining information.
• Perform the more difficult and specialized clerical tasks related to personnel, payroll, budgetary, purchasing, inventory, and other departmental administrative functions; complete special tasks and projects that require substantial independent judgment and time management.
• Maintain routine accounts payable/receivable and billing records, applying knowledge of specialized program requirements; maintain standard ledgers and account records; enter data into worksheets; match invoices with orders, review and verify for completeness, accuracy, and consistency; compute, collect, and receipt monies and fees, including large sums; perform routine account adjustments within limits of authority; compile information and prepare reports for budget purposes.
• Perform routine clerical case management duties, apply advanced knowledge of administrative, legal, financial, and/or program-related requirements; research, review, and resolve complex documentation problems; determine, maintain, and track case information and status; identify needed documents and proactively takes required actions; contact and meets with clients, victims, parolees, and others to obtain forms/documents, arrange payments/services, and otherwise help them meet obligations; coordinate case administrative activities with managers, professional staff, and/or other work units as appropriate.
• Perform a variety of clerical medical records duties, provide for intake and registration of patients; interview patients to obtain medical information and appropriate documentation required to open patient charts; transcribe patient information histories, physical examination notes, and related patient medical information containing specialized medical terminology; and review financial and insurance status of patient; explain treatment costs and methods of payment; perform periodic re-evaluations, re-determinations, and adjustments as necessary.
• Read and process various legal documents such as court calendars, court orders, booking slips, probation reports, police reports, criminal records, petitions, proofs of service, arrest warrants, and other legal information; verify, code, edit, enter, and retrieve legal data; may access or have access to confidential statewide data files.
• Receive, review, and import legal documents, arrest, citations, or incident records, probation reports, files, and cases to identify inaccurate, inconsistent and unclear codes, data, and other information; notify and assign to the appropriate staff member; may participate in resolving problem situations related to various legal documents received;
• Check court and legal documents for proper authorization, obtain missing signatures, and prepare court files; process, maintain, and distribute case discovery.
• Design, format, edit, and create documents requiring difficult layouts and the use of specialized technology; create departmental booklets, flyers, and websites.
• Compile complex materials for meetings; prepare agendas and attend meetings to take summary notes as required.
• Maintain records, and process various forms, applications, permits, or other documents specific to the department or division unit.
• Type correspondence, reports, forms, and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated recordings, or brief instructions, using a typewriter or word processor; may draft various documents based on brief instructions; proofread and check material for accuracy, completeness, and compliance with departmental policies; verify correct English usage, including grammar, punctuation, and spelling.

For a full description of duties and responsibilities, please review the job description here.

Human Resources will assess your application to determine if you are minimally qualified using the following recommendations: A combination of the required experience, education, and training that would provide the essential knowledge, skills, and abilities is qualifying; however, education may not solely substitute for the required experience.

Any combination of the required experience, education, and training that would provide the essential knowledge, skills, and abilities is qualifying.

Equivalent to graduation from high school;

AND

Two (2) years of general clerical or office support experience, including at least one (1) year at a level equivalent to the County's class of Office Assistant II. Depending on assignment, previous knowledge and experience in the assigned area is desirable.

Click here to view the SR. Office Assistant minimum qualifications, as well as the physical environmental and working conditions.

SUBMIT YOUR APPLICATION

Apply online by clicking the 'Apply" link at the top of this announcement. When your online application and responses to the required supplemental questions are complete, click 'Accept’.

If you have any questions regarding this recruitment, contact Melissa Beair in Human Resources at Melissa.Beair@edcgov.us.

Click Here to get tips for applying with the County.

RECRUITMENT PROCESS

The Human Resources Department will screen all applications to identify qualified candidates. After screening, qualified candidates will be referred to the next step and notified of all further procedures applicable to their status in the recruitment process.

A written exam will be utilized to determine an applicant's ranking and placement on the eligibility list. The online examination has been tentatively scheduled for 11/06/2026. If it is determined that you meet the minimum qualifications and are therefore eligible to participate, you will be notified by email at least one week prior to the examination.

If you have taken this examination within six (6) months prior to the scheduled date of the examination, your score will automatically be transferred to this exam and you are not permitted sit for this examination. If you have taken this examination from greater than six (6) months but within twelve (12) months prior to the scheduled date of the examination, you may elect to transfer that examination score or sit for the examination again; you must contact Human Resources prior to the scheduled exam date to request that your previous score be transferred.

A transferred examination score does not guarantee passing the current examination administration. Examination pass points are set in accordance with the EEOC Uniform Employee Selection Guidelines.

For more information on the recruitment process, click here.

Based on the department's needs, the selection procedures listed above may be modified. All candidates will be notified of any changes in the selection procedures.

ADDITIONAL INFORMATION

The County of El Dorado is recruiting applicants for SR. Office Assistant. This recruitment will establish a list for the purpose of filling current and future full time, part time, limited term and extra help vacancies for at least three (3) months. In accordance with Personnel Rules 1103.1 and 1105.1, an extra help or limited term employee may be transitioned into a regular employee if the department in which the employee works has a vacant allocated position for the same classification as held by the extra help or limited term employee and the appointing authority requests such transfer.

If you are interested in the position of SR. Office Assistant within any County department, please submit your application.

We are currently recruiting for the following:

Three (3) full time vacancies in the Health & Human Services Agency, Social Services division, located in Placerville, CA.

Health & Human Services Agency / Social Services Division

The ideal candidate for the Senior Office Assistant position with El Dorado County Child Welfare Services is flexible, adaptable, and able to learn new processes quickly while thriving in a fast-paced environment. They demonstrate exceptional customer service skills, professionalism, and a commitment to providing courteous and responsive support to the public, staff, and families. A strong team player with excellent organizational and communication skills, the ideal candidate works collaboratively, manages competing priorities effectively, and contributes to the efficient delivery of essential child welfare services.

One (1) full time vacancy in the Chief Administrative Office, Procurement and Contracts division, located in Placerville, CA.

Chief Administrative Office / Procurement and Contracts

The ideal candidate is highly organized and detail-oriented with advanced clerical skills suited for a fast-paced procurement environment. They excel in preparing and processing complex documents while ensuring accuracy and compliance with departmental policies. The ideal candidate demonstrates strong leadership capability by providing guidance and support to office staff when needed. They bring exceptional customer service skills and the ability to communicate clearly with County staff, vendors, and the public. They also reliably manage mail-related duties, including traveling between the two county slopes to ensure timely processing and distribution of correspondences.

Click Here for Frequently Asked Questions

The County of El Dorado is an Equal Opportunity Employer and encourages applicants from diverse backgrounds to apply.

Many job classifications require pre-employment medical screening. Depending on the job classification, medical screening may include drug testing; a positive test may result in the revocation of an employment offer.

As required by Internal Revenue Service Publication 1075, individuals in positions that have access to Federal Tax Information (FTI), will be subject to a background investigation and a criminal history check. In addition, individuals hired into positions that have access to FTI will be re-investigated at least once every five (5) years.

Not just rustic mining towns and historic sites - Today El Dorado County is a year-round vacation destination overflowing with outdoor adventure, inviting agritourism locations, enriching family activities, and a proud Gold Rush history.

Escape the traffic and smog because El Dorado County is just:

• 40 miles to Downtown Sacramento
• 50 miles to Sacramento International Airport
• 129 miles to San Francisco

Here are a few of the many activities and events available throughout El Dorado County:

• Hiking, Camping, Fishing, Boating, and Watersports
• Skiing and Snowboarding
• Live Music and Music Festivals
• Local Craft Breweries and Wineries
• El Dorado County Fair
• Placerville Speedway Races
• Farm to Fork Restaurants
• Small Business Shops

Employees that are buying a home in El Dorado County may qualify for down payment assistance. Click here for more information.

CHECK OUT OUR VIDEO TO LEARN MORE!