Job Description

Posting number: MSS06239

Department: Monterey County Department of Social Services

Job classification: Office Assistant Supervisor I

Posting type: Open

Categories: Office and Administrative Support

Summary

Under limited supervision, the Office Assistant Supervisor I plans, organizes, supervises, and participates in the work of an office support unit; establishes and maintains administrative records; may oversee the initial application screening function in the assigned departments' automated system; and performs related work as required.

This is the first full supervisory level in the general clerical series. Positions in this class have, as their primary and most time consuming function, the supervision of a large clerical staff performing a diversity of complex clerical functions, generally consisting of seven to fifteen employees. The exercise of supervisory skills is essential to the satisfactory performance of work for all positions in this class. Technical supervision exercised by positions in this class including: establishing priorities, planning and laying out work, determining work flow, reviewing and resolving difficult clerical problems and ensuring that deadlines are met. Incumbents make effective recommendations for or select subordinates, conduct performance evaluations, issue disciplinary warnings, prescribe work schedules, training, vacation plans and work shifts. This class is distinguished from the higher level class of Supervising (Clerk) Office Assistant II in that the latter both supervises employees in multiple work sites or shifts and either utilizes subordinate supervisors and lead workers and/or coordinates multiple, diverse work units. It is further distinguished from the lower level class of Principal (Clerk) Office Assistant in that incumbents in the latter class participate in the work of an assigned clerical unit and do not have full supervisory responsibilities over the work as the primary job function.

The County of Monterey Department of Social Services Community Benefit Branch is currently seeking to fill a Supervising Office Assistant I (SOA I) position at the Customer Service Center. The primary responsibility of the SOA I is to oversee a team of seven to ten clerical staff. During the winter months, this number may increase to up to twelve, including temporary workers. The SOA I will be responsible for coordinating and assigning tasks, ensuring an efficient workflow, and resolving complex clerical issues. Additional duties include training staff, planning work activities, and conducting performance evaluations to ensure consistent achievement of deadlines.

Examples of duties

Duties may include, but are not limited to, the following:

• Supervises a large clerical staff; assigns and reviews work; trains and gives instructions to subordinate staff; prepares performance evaluations; makes effective recommendations for hire; recommends and initiates disciplinary actions;
• Maintains an even flow of work within the unit; monitors and establishes priorities; plans and assigns work; prepares work schedules and vacation plans;
• Confers with superiors on operation and modification of office clerical systems and procedures; recommends, writes and implements changes in procedures or policies, designs and implements office forms; through subordinate staff establishes and maintain filing systems;
• Interprets policy and complex procedures for subordinate staff; weighs and selects among conflicting, ambiguous or contradictory guidelines in order to resolve situations; consults with management staff as necessary.
• Coordinates unit clerical activities with other related functional units;
• Translates general instructions from technical and administrative sources into detailed operating procedures; instructs staff on their use.

EMPLOYMENT STANDARDS

Knowledge of:

• General office functions, procedures, equipment, and filing systems.
• English grammar, vocabulary, spelling, and punctuation.
• Principles of training development, implementation, and evaluation.
• Computers and automated data systems.
• Word processing, spreadsheet, database, email, calendaring programs, and automated systems.

Ability to:

• Explain and apply policies, procedures, and regulations governing program operations.
• Exercise good judgment when organizing, directing, prioritizing, and supervising unit activities.
• Train, supervise, evaluate, and discipline subordinate staff.
• Provide effective oral and written instruction to others.
• Quickly and accurately enter and retrieve data using an automated data system.
• Establish and maintain effective working relationships.
• Listen attentively and understand written and verbal information provided.
• Establish long-range objectives, goals, and strategies.
• Develop forms and letters.
• Maintain composure and react professionally.
• Work independently.

Qualifications

One (1) year of full-time experience performing advanced journey level or lead-worker clerical duties in an office environment.

Supplemental information

• The ability to speak, read, and write Spanish in addition to English would be an asset in this position but is not required.
• Employees who drive on County business to carry out job-related duties must possess a valid CA Driver's License for the class vehicle driven.
• The Department of Social Services will conduct a thorough background and reference check process which includes a Department of Justice fingerprint check.
• Monterey County, like all employers, is required to verify an employee's right to work in the United States. Accordingly, on the first day of employment, employees must have and show those documents that verify their legal right to work in the United States. Examples of accepted documentation are a U.S. Passport or Alien Registration Card, or a driver's license and Social Security Card, or a driver's license and U.S. Birth Certificate.
• Additionally, our agency requires a valid social security card in order to process employee paychecks. Accordingly, on the first day of employment, employees must have and show this document.
• 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. Applicable agencies must conduct an investigation during the time of hire and ensure an investigation is conducted 10 years from the date of the previous background investigation for each employee that has access to federal tax information.

EXAMINATION INFORMATION

TRAINING & EXPERIENCE EXAMINATION – WEIGHTED 100%

The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate’s knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.

Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.

ELIGIBLE LIST INFORMATION

A departmental open eligible list will be established for the County of Monterey. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period.

RETEST PERIOD

Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date.

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 CalHR at mssprogram@calhr.ca.gov or 916-909-3701 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.

APPLICATION DOCUMENTS

If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers.

GENERAL INFORMATION

MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all competitors will be notified.

If you meet the requirements stated on this bulletin, you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list.

General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process, a background investigation may be required.

EQUAL EMPLOYMENT OPPORTUNITY

The Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

ABOUT MONTEREY COUNTY

Located on California's picturesque Pacific Coast, the County of Monterey is blessed with mild weather year-round and is home to miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and a bountiful valley. With a population exceeding 400,000, the County is proud of its vibrant citizenry, great traditions, educational opportunities, and multicultural lifestyles. Boasting such world-renowned attractions as the spectacular Big Sur Coast, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals, and Pebble Beach - possibly the world's most famous golf course, it's easy to see why an estimated 4.3 million visitors a year make Monterey County their destination of choice. In addition to a thriving tourist trade, Monterey County's economy is largely based on a vigorous agricultural industry. Known as the 'salad bowl of the nation' the Salinas Valley provides fresh vegetables and salad greens to the entire country. California's 16th largest county also provides many educational opportunities for its residents including California State University at Monterey Bay, the Middlebury Institute of International Studies, the Defense Language Institute (DLI), Presidio of Monterey, and the Naval Postgraduate School (NPS). All these factors combine to make Monterey County a healthy, economically diverse region eager to foster and sustain an enriching lifestyle for its residents.

ABOUT MONTEREY COUNTY SOCIAL SERVICES DEPARTMENT

Monterey County Department of Social Services is seeking enthusiastic applicants, who genuinely care about the community and its members, to join its team. Monterey County Department of Social Services administers over seventy programs that daily serve an estimated 200, 000 residents of Monterey County. Department programs include Community Benefits (Public Assistance Eligibility), Family and Children’s Services (Child Welfare Services), Aging and Adult Services (Adult Protective Services, IHSS, and Area Agency on Aging), CalWORKs Employment Services, Military and Veterans Affairs, and Community Action Partnership. Careers with the Department of Social Services offer the opportunity to promote the social and economic self-reliance of individuals and families served by providing essential resources and services to low-income families, veterans, vulnerable children and adults, and disabled individuals. Monterey County Department of Social Services welcomes, values, and encourages diverse voices, opinions, perspectives, and backgrounds to foster an environment where all viewpoints are appreciated. The Department currently has a team of approximately 820 dedicated members serving Monterey County residents.

Monterey County is an Equal Opportunity Employer – Minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Employee Benefit Summary Sheet "F"

UNITS: F (Supervisors), J (General Employees), H (Health Workers), K (Social Workers)

Class Specifications

Job Descriptions | County of Monterey