Office Specialist III

Salary : $59,931.04 - $72,238.40 Annually

Location : Throughout the County of Santa Clara, CA

Job Type: Full-Time

Job Number: 24-D09-B

Department: County-Wide Recruitment

Opening Date: 11/20/2024

Closing Date: 12/6/2024 11:59 PM Pacific

Bargaining Unit: 02

Description

Under limited supervision, to perform a wide variety of moderately complex and responsible assignments requiring comprehensive knowledge of subject matter, organizational activities and operations.

EXAMINATION DATES: Candidates who meet the required employment standards will be invited to take an online written examination tentatively scheduled for the week of January 6, 2025. Qualifying candidates will be notified via email with instructions for taking the online examination.
Typical Tasks

• Furnishes public, departments and agencies with information by searching for and abstracting technical data, giving explanations of laws, regulations, policies or procedures, sending materials, and composing routine letters; may respond to inquiries via electronic mail;
  
• Assists visitors and callers about locations, functions and services of departments. Exercises considerable judgment, discretion and interpretive ability in determining the needs of callers and visitors to direct them to appropriate offices or personnel;
  
• Extracts technical and statistical data for entry into computer system; performs research to complete input as needed;
  
• Prepares a variety of correspondence, forms, legal documents, reports, articles, technical specifications, memoranda, resolutions, minutes of meetings or hearings from a dictation machine, clear copy, notes or instructions, where knowledge of format and presentation is necessary;
  
• Takes and relays messages for department office or personnel; returns phone calls as needed or refers message to appropriate office or personnel;
  
• Maintains subject or numerical files in a standard equipment or computer system; classifies material and prepares new file folders or database as needed; may perform record maintenance of activities of a unit including work received, status of work, work completed and renewal action required;
  
• Identifies potentially dangerous or disturbed persons and takes appropriate action according to office policies and procedures;
  
• Performs variety of clerical duties including copying and assembling materials, collecting and distributing mail, answering phones, faxing documents and other related tasks;
  
• Performs payroll activities such as maintaining records of time worked, overtime, leaves and absences;
  
• Orders office supplies and equipment by preparing requisition and purchase orders, and checking prices and extensions;
  
• Creates and maintains a database for case tracking, retrieval of information, and maintenance of computer files; performs research to complete database as needed;
  
• Schedules meetings, appointments, rooms, and training for both staff and clients; maintains schedules of activities and location of staff members as required;
  
• Coordinates billing, accounts payable and inventory; maintains records of transactions by issuing receipts, permits, passes, releases, and licenses; checks, computes and collects fees, and may maintain control over petty cash;
  
• Interviews patients/clients to secure basic personal, financial and medical data as necessary; performs research and updates on client status from folder files or computer files;
  
• May offer orientation and answer procedural questions for new employees and coworkers;
  
• Reviews and corrects documents, records, and forms for accuracy, completeness, and conformance to applicable rules and regulations;
  
• Prepares statistical summaries for billing purposes, work activity of unit, technical data and reports;
  
• Operates standard office equipment; performs simple troubleshooting and maintenance;
  
• Performs other related duties as required.

Employment Standards

Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities:

Experience Note: The knowledge and abilities required to perform this function are normally acquired through training and experience equivalent to the possession of a high school diploma and 2 years work experience performing a wide variety of clerical duties, or one (1) year work experience equivalent to that of a Santa Clara County Office Specialist II.

Knowledge of:

• Office practices and procedures, including filing systems, financial record keeping, reference sources and preparation of correspondence and reports;
  
• English vocabulary, grammar, spelling, punctuation and style/format;
  
• Customer services principles, including the handling of irate and distressed people;
  
• Computer applications, such as word processing, spreadsheet and/or database;
  
• Basic mathematics to perform simple calculations and statistical reports;
  
• Telephone procedures and etiquette.

Ability to:

• Deal tactfully with members of the public often under stressful conditions;
  
• Communicate effectively in providing information and assisting callers and visitors;
  
• Use a keyboard with moderate speed and a high level of accuracy;
  
• Use discretion in organizing activities and set priorities;
  
• Prepare concise reports;
  
• Analyze information and materials and formulate conclusions;
  
• Interpret and apply specific laws and ordinances, office policies and procedures;
  
• Effectively organize activities and prioritize to meet deadlines;
  
• Operate standard office equipment.

** Departments may selectively recruit for typing speed up to 50 Net WPM, depending on departmental need.

The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more

The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the with the bargaining unit applicable to the job classification.

In addition to the amazing perks above, the County also offers the additional benefits below.

Retirement Benefits
The County offers robust retirement plans including a (similar to the private sector's 401(k) plan) and the In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family's long-term financial well-being.

Health Flexible Spending Account
The empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.

Dependent Care Assistance Program (DCAP)
The enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the , an employer-funded DCAP, for employees with annual income under $120,000.

Life and AD&D
The County offers life and disability benefits including , Insurance, These benefits ensure financial security and income support when you and your family need it most.

Employee Assistance Program (EAP)
The County prioritizes employee mental health and well-being and offers a top-tier through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.

Employee Wellness
The offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.

Education Reimbursement
A generous program is available, including Education Reimbursement for employees seeking additional training and professional development.

NOTE: Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.

Click here to access all Memoranda of Understanding and most recent Summary of Changes.

01

Please answer the following questions: The completion of the following supplemental questions is REQUIRED for your application and is an integral part of the evaluation process. Initially, it will be used to determine the minimum qualifications. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process.Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. Please include the name of the employer, job title, dates of employment, and number of hours worked per week for questions asking about your experience. A response of "see resume" or "see application" will deem your application incomplete.Have you read and understood all the information listed above?

• Yes
• No

02

What is the highest level of education you have completed?

• Did not graduate high school / did not obtain GED
• High School or GED equivalent
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctoral Degree

03

How many years of work experience do you have in performing a wide variety of clerical duties?

• No experience
• Less than one year
• One to less than two years
• Two to less than three years
• Three to less than four years
• Four to less than five years
• Five or more years

04

Describe your work experience in performing a wide variety of clerical duties. Please provide the name of EACH employer, job title, dates of employment (month/year), number of hours worked per week, and a detailed description of the tasks performed. If no experience, indicate N/A.

05

Do you have one (1) year of work experience equivalent to that of an Office Specialist II in the County of Santa Clara?Click here to read the

• Yes
• No

06

Describe your experience equivalent to that of an Office Specialist II in the County of Santa Clara. Please provide the name of EACH employer, job title, dates of employment (month/year), number of hours worked per week, and a detailed description of the tasks performed. If no experience, indicate N/A.

07

Please carefully complete this survey. Your selection(s) may determine whether you will be referred to a specific department and/or location. Please indicate the locations where you are willing to work at.

• Supervisorial District 1
• Supervisorial District 2
• Supervisorial District 3
• Supervisorial District 4
• Supervisorial District 5
• Clerk of The Board
• County Executive
• Risk Management
• Controller - Treasurer Department
• Department of Tax and Collection
• Local Agency Formation Commission
• County Clerk - Recorder
• Assessor
• Procurement
• County Counsel
• Employee Services Agency
• Fleet Services
• Registrar Of Voters
• Technology Services & Solutions
• Office Of Supportive Housing
• County Communications
• Dept of Child Support Services
• District Attorney
• Public Defender
• Pre-Trial Services
• Sheriff's Office
• Sheriff-Doc Contract
• Department of Correction
• Probation
• Planning & Development
• Dept of Environmental Health
• Agriculture & Environmental Mgmt.
• Facilities
• Medical Examiner/Coroner
• Public Health
• Vector Control District
• Custody Health Services
• Behavioral Health Services
• Community Health Services
• Emergency Medical Services
• Social Services Agency
• Roads Department
• Airports
• County Library District
• Parks & Recreation
• Valley Health Plan
• Hospital System - Valley Medical Center
• Hospital System - O'Connor
• Hospital System - Saint Louise Regional
• Hospital System - De Paul Medical Center

08

Please indicate which of the following systems and applications you are proficient with. Select all that apply.

• Accela EH
• Accela Civic Platform
• Accela EnvisionConnect
• Adobe Acrobat Cloud
• Adobe Pro
• AIMS
• ANSOS
• Ariba
• Buzzsaw
• CAIR2 (California Immunization Registry)
• CalWIN (Calworks Information Network)
• CalSAWS (California Statewide Automated Welfare System)
• CaRES2
• CAQH ProView
• Cherwell
• Child Support Enforcement (CSE) Computer System
• CIBER
• Cisco Phone System
• CJIC
• CMA (Content Management Application)
• CMIPSII (Case Management, Information and Payrolling System)
• Corrective Action Tracking and Reporting System (CATR)
• CUBS
• CWS/CMS (Child Welfare Services/ Case Management System
• DataWatch
• DMS (Document Management System)
• DocuSign
• EBT (Electronic Benefit Transfer)
• eDisclosure Computer System
• EIMS (Election Information Management System)
• ELPF
• Encoder Pro
• EPIC
• Filemaker Pro
• Healthlink
• IDM (Integrated Document Management)
• lmagenet
• Integrated Earnings Verification System (IEVS)
• IVOS
• JIS (Jail Information System)
• Knowledge Lake
• KRONOS
• Learning Management System (SccLearn)
• Legal Case Management System
• LexisNexis
• Lotus Notes
• MEDS (Medi-cal Eligibility Data System)
• Meeting Platform (Zoom, MS Teams, WebEx, etc.)
• Microsoft Access
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• MinuteTraq
• National Plan Provider Enumeration System
• NEOGOV
• Odyssey
• OneMeeting
• Optics
• PeopleSoft
• Performance Management Database
• PMM (Pathways Materials Management)
• Prolaw
• QNXT
• Right Fax
• Samaritan
• SFTP (Secure File Transfer Protocol)
• SAP (Systems Applications and Procurement)
• SharePoint
• Soft Phone
• TCAS (Tax Collector's Apportionment System)
• Teller
• TMT (Task Management Tool)
• UniCare
• VACS (Ventura Automated Collection System)
• VAST
• Virtual Volunteer
• Volgistics
• Volunteer Event Management (VEM)
• Volunteer Match
• Volunteer Organizer Pro
• Volunteer Organizer Spot
• Volunteer Reporter (Voltsoft)
• Westlaw
• WIS (Welfare Intercept System)
• Word Perfect
• None of the above

09

For each system and applications selected above, be specific and describe your experience using the application. Provide the following information for each computer application and add any not listed.
A. Computer application name
B. Skill level (beginner, intermediate, or advanced)
C. Description of how the application was used in your current and/or previous position(s)
If none, indicate N/A.

10

Please indicate which languages you speak fluently. Select all that apply.

• Arabic
• Armenian
• Cambodian
• Cantonese
• Farsi
• German
• Hindi
• Japanese
• Khmer
• Korean
• Mandarin
• Oromo
• Pakistani Urdu
• Russian
• Spanish
• Tagalog
• Taiwanese
• Vietnamese
• Other
• None of the above

11

What is your level of competency in the language(s) selected? If you are fluent in more than one language, please select the highest level of competency. If selected for a bilingual position, you must take and pass a language proficiency exam prior to appointment.

• Speak
• Read
• Write
• None of the Above

12

Do you have experience with any of the following areas? Select all that apply.

• Establishing and maintaining files
• Processing records
• Handling a large volume of calls
• Handling mail distribution
• Performing data entry and retrieval
• Customer service experience in an office setting
• Monitoring professional licensure compliance
• Document, contract, and/or schedule management
• Managing small projects
• None of the above

13

Describe your experience providing direct customer service to the public over the phone or in person while working in an office. Please include your experience exercising considerable judgment in determining the needs of callers and visitors and directing them to the appropriate personnel, handling irate and distressed customers, and dealing with customers under stressful conditions. If not applicable, please indicate N/A.

14

Do you have work experience performing nurse scheduling duties that utilize in-depth knowledge of nursing staffing, organizational activities, and operations to prepare and monitor schedules for nursing office personnel?

• Yes
• No

15

Describe your work experience performing nurse scheduling duties that utilize in-depth knowledge of nursing staffing, organizational activities, and operations to prepare and monitor schedules for nursing office personnel. If not applicable, please indicate N/A.

16

Do you have experience working with justice (court or probation)-involved individuals?

• Yes
• No

17

Describe your experience in working with justice (court or probation) involved individuals. If not applicable, please indicate N/A.

18

Do you have experience providing clerical support in a law office?

• Yes
• No

19

Describe your experience providing clerical support in a law office. If not applicable, please indicate N/A.

20

Describe your knowledge and experience handling confidential records, including an example of procedures you used to ensure the confidentiality of information/records maintained in the office. If not applicable, indicate NA.

21

Do you have experience working with veterans and military members?

• Yes
• No

22

Describe your experience working with veterans and military members. If not applicable, please indicate N/A.

23

Are you willing to work onsite full-time to meet departmental needs?

• Yes
• No

24

Are you willing to work at, and travel to, different locations within a department, as needed?

• Yes
• No

25

Are you willing to work on holidays, weekends, and at odd or irregular hours on an "as needed" basis?

• Yes
• No

26

Are you willing to work on a part-time basis?

• Yes
• No

27

Some departments may have extra help opportunities available. Are you willing to accept a temporary extra help assignment?

• Yes
• No

28

I understand that for some departments, I am required to pass an extensive background investigation prior to appointment.

• Yes
• No

29

Part year codes in the Registrar of Voters' Office shall be full time (40 hours per week) employees for at least six (6) months per fiscal year. The fiscal year begins from July 1, of this year to June 30, of next year. These part year positions will work a full calendar year January through December, working two fiscal years consecutively. These part year positions will have a break in employment for one full calendar year, working every other year. Are you interested in a part year position?

• Yes
• No

30

How did you find out about this job?

• Contacted by County Recruiter
• Virtual Job Fair
• In Person Job Fair
• In-Person Networking Professional Event
• Virtual Networking Event
• Community Event
• Glassdoor
• Governmentjobs.com
• Professional Association
• Search Engine (Google, Bing, online search, etc.)
• Hospital Website: SCVMC, O'Connor Hospital, St. Louise Regional Hospital Website
• Contacted by a Recruitment Firm
• Handshake
• Student Career Center
• County Text Message
• County Career Newsletter
• Other (Specify in the next question)
• County Employee Referral
• County of Santa Clara Career Website
• County of Santa Clara Job Interests Email Notification
• Facebook
• Instagram
• LinkedIn
• Indeed

31

If you selected an event/fair or other in the question above. Please specify. If not, indicate N/A.

Required Question