Office Assistant I/II

Salary: $2,861.90 - $3,705.86 Monthly Location : Mariposa, CA Job Type: Full-time Job Number: 16-01093 Department: Fire Opening Date: 11/18/2024 Closing Date: 11/29/2024 5:00 PM Pacific Description Mariposa Fire has a vacancy for one (1) full time Office Assistant I/II. Only online applications are accepted . DEFINITION To perform a variety of routine to moderately difficult office support duties in assigned County departments; and to perform related duties and responsibilities as required. DISTINGUISHING CHARACTERISTICS Office Assistant I is the entry-level classification of the County's office support series. Under close supervision, incumbents learn and perform a wide range of office support and general clerical duties requiring knowledge of department and County procedures. This class is flexibly staffed with Office Assistant II, and incumbents normally advance to the higher level after gaining experience and achieving proficiency that meets the experience and time-in-grade requirements for Office Assistant II. Office Assistant II is the fully qualified, journey-level classification in the series, competent to perform a variety of routine to moderately difficult office support and clerical duties. Incumbents perform tasks and work with only occasional instruction or assistance within a framework of established procedures. Specific duties and scope of responsibility will vary with the organizational unit to which assigned. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from assigned lead/supervisory/management staff. Positions in these classifications do not exercise lead or supervisory responsibility. Examples of Duties Performs a variety of routine to moderately complex clerical support duties to assist staff in sub-professional office activities. Gathers information from a variety of sources for the completion and processing of forms, records, applications, etc.; contacts individuals to obtain additional information. Maintains records, lists, and logs. . Types or word processes, prepares, processes, copies, collates, files/retrieves files, sends, and receives faxes, distributes and/or transmits various records, reports, forms, correspondence, permits, applications, licenses, meeting minutes, and other documents; may compose routine correspondence and other documents as required following standard formats or templates. Proofreads and checks typed and other materials for accuracy, completeness and compliance with departmental policies and regulations. Establishes and maintains office files. Enters and retrieves computer data; generates computer reports and/or spreadsheets. Provides assistance with fiscal operations of the department, including but not limited to collecting and recording various fees, fines or other monies, and maintaining journals, ledgers and other financial or statistical records. Answers the telephone and provides information and assistance to callers or forwards calls to appropriate staff person; takes messages as necessary; greets and assists office visitors; may use a two-way radio to communicate with field personnel. Schedules meetings and appointments. Opens, processes, and distributes mail. Monitors stock and replenishes office supplies. Orders equipment and schedules maintenance of equipment, including vehicles. Minimum Qualifications Experience: Office Assistant I: One year of full-time equivalent clerical administrative support experience or one year of business school education. Office Assistant II: Two years of increasingly responsible full-time equivalent clerical experience, or one year as an Office Assistant I in Mariposa County. Education: (Both Office Assistant I and II) High school diploma or GED equivalent, preferably including classes in typing, bookkeeping and related subjects. Additional Requirements: (Both Office Assistant I and II) Possession of a valid California driver's license. Under certain circumstances, the Human Resources Director may accept a valid driver's license from another state if applicant acknowledges his/her intent to acquire a California driver's license within three months by signing an acknowledgement form. Supplemental Information EMPLOYMENT STANDARDS Knowledge of: Office Assistant I: Basic clerical practices and procedures. Modern office practices and technology, including record-keeping and filing systems, receptionist / telephone techniques, and the use of computers for word and data processing. Basic business arithmetic. English usage, spelling, grammar and punctuation. Safe work practices. Office Assistant II: (In addition to the above) Pertinent federal, state and local laws, codes, ordinances and regulations. County and department policies and procedures. Programs, goals and purpose of the assigned department. Methods of preparing and processing various records, reports, forms and other documents specific to the assigned department or program. Business letter writing, report preparation and the standard format for typed materials. Ability to: Office Assistant I: Learn, understand and apply pertinent federal, state and local laws, rules and regulations, and County / department policies and procedures. Perform detailed clerical work accurately. Learn specialized processes, procedures and office support tasks related to the department to which assigned. Maintain accurate records and files. Maintain confidentiality as required. Communicate clearly and concisely, both orally and in writing. Understand and execute written and oral instructions. Safely operate office equipment. Type or word process accurately at a rate required for successful job performance. Perform required mathematical computations with accuracy. Perform work effectively despite frequent interruptions and the pressure of deadlines. Establish and maintain effective working relationships with those contacted in the course of work. Respond appropriately, effectively and promptly to the needs of internal and external customers. Office Assistant II: (In addition to the above) Understand, interpret and apply pertinent federal, state and local laws, rules and regulations, and County / department policies and procedures. Organize work, set priorities, meet critical deadlines and follow up on assignments with a minimum of direction. Use computers effectively for word and data processing and records management. Use initiative and sound, independent judgment within established guidelines. Compose routine correspondence and reports independently or from brief instructions. Research and compile a variety of information and materials. TYPICAL WORKING CONDITIONS Work is performed in a normal office environment. TYPICAL PHYSICAL REQUIREMENTS Requires the ability to sit at a desk for long periods of time and intermittently walk, stand, stoop, kneel, crouch and reach while performing office duties; lift and/or move light weights; use hands to finger, handle or feel objects, tools or controls. Must be able to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading and writing, and operating office equipment. Must be able to use a telephone to communicate verbally and a keyboard to communicate through written means, to review information and enter/retrieve data, to see and read characters on a computer screen. THE SELECTION PROCESS All interested applicants must complete and submit a job application including any required supplemental questionnaires, and attach any required documentation. For those who meet the minimum qualifications, a competitive evaluation of the training and experience described on your application or supplemental questionnaire, a written examination, a structured oral interview, a performance rating, or a combination of any of these, may be performed. You will be scored based on that competitive evaluation. This process may be altered if there are ten or less applicants that qualified. This class specification lists the major duties and requirements of the job and is not all inclusive. Incumbents may be expected to perform job-related duties other than those contained in this document. To view benefits please click here: 01 Describe any experience that you may have working in a business or government agency, including your public contact experience. 02 Describe your experience working with personal computers, including your use of word processing, spreadsheet, database, or other specialized software. 03 Possession of a valid California driver's license is required for this recruitment. Under certain circumstances, the Human Resources Director may accept a valid driver's license from another State if applicant acknowledges his/her intent to acquire a California driver's license within three months by signing an acknowledgement form. Do you have a valid driver's license? Yes No 04 One of the requirements of this position is a high school diploma or GED equivalent. Do you have a high school diploma or GED equivalent? Yes No Required Question