Staff Assistant II

The Position

The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in a variety of departments, service areas, and locations throughout the County, should they occur. Pursuant to current bargaining unit agreements, employees regularly assigned to the coastal region or in Covelo are eligible to receive a 5% assignment premium. The current vacancies are with Social Services and Assessor's Office in Ukiah.

Under general supervision, performs work of routine difficulty in support of office/department staff, including: heavy data entry; setting up files and maintaining same; processing mail; issuing permits; composing and sending letters to customers/clients; distributing and/or processing forms, applications, etc., and assisting visitors in completion of same; and photocopying. May perform or serve as backup for the receptionist functions.

Bilingual English/Spanish encouraged to apply. Se buscan personas bilingües en inglés y español. Para recibir una solicitud en español, llame a Recursos Humanos al 234-6600.

Job Requirements and Minimum Qualifications

Duties may include but are not limited to the following:

• Serves as department receptionist; answers telephone utilizing a multi-line system; takes messages, screens calls and greets visitors and the general public; provides information, receives citizen complaints and directs calls and messages to appropriate person; provides customer services and support; responds to inquiries and/or directs individuals to the appropriate area or assists them with information, providing applications, collecting and receipting money. Answers various inquiries; receives applications; explains policies and procedures; arranges appointments; processes routine matters independently. Coordinates and schedules appointments, meetings, or reservations at the request of staff; maintains appointment tracking database. Disseminates a variety of information to various agencies, divisions, or departments via telephone, e-mail, fax or mail.
• Creates and maintains complex files; compiles and completes data for administrative and public reports, bulletins, questions on material assembled; performs clerical and fiscal operations unique to department.
• Formats, types letters, memos, charts, labels, reports, or other correspondence, contracts, legal documents, or other documents containing complex terminology on a word processor or typewriter, in accordance with standard policies;
• Takes in, accounts for and issues receipts for money. Makes daily or weekly bank deposits.
• Retrieves, opens, stamps, sorts, and distributes incoming, interoffice, and outgoing mail; receives and distributes faxes and email. Photocopies reports, charts, memos and other various documents for staff.
• Prepares claims and purchase orders and processes vouchers for payment by entering pertinent information into the computer and distributing and/or filing supporting documents.
• Prepares payroll time sheets and receives checks.
• Enters and receives a variety of complex information via computer; verifies entries and generates reports.
• Prepares routine and non-routine reports as requested; receives, sorts, and summarizes material for the preparation of reports; prepares work reports.
• Attends and assists with various meetings and functions as required; takes minutes and notes utilizing shorthand, speed writing, and/or dictation equipment, or other methods.
• Relieves staff members/officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards; and updating publications for final approval. Reports administration and/or operational problems to supervisor.
• Takes policy, service and information requests relating to governmental activities and refers to proper divisions for processing and providing information; performs reference and statistical work on computers.
• Interacts with a variety of individuals, both internally and within the community to provide information and assist in resolving administrative issues.
• Performs specialized research and statistical work on assigned subjects for staff and management.
• Performs functions unique to the assigned department, such as: Administers oaths and perform marriage ceremonies; swears-in appointees, audits campaign statements, coordinates special events, elections, etc. by securing locations coordinating delivery of supplies and scheduling staff, issues permits and licenses or answering related questions. Obtains criminal history information and processes criminal reports.
• May deal with sensitive and confidential information matters at the discretion of senior level staff and/or the department director.
• May serve as backup for other positions within the department.
• May train other staff.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience: High school diploma or GED equivalent; and, two (2) years of experience performing general office duties that included typing, filing, and answering telephones; or an equivalent combination of related training, education, and experience performing clerical and office tasks. Licenses and Certifications: Valid Driver's License is preferred but not required. Some positions in this classification may require possession of a valid California driver's license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Knowledge, Skills, and Abilities

Knowledge of:

• Correct English usage, including spelling, grammar, punctuation and vocabulary.
• Computer applications and hardware related to the performance of the essential functions of the job.
• Standard business arithmetic, including percentages and decimals.
• Applicable state, federal and local ordinances, laws, rules and regulations.
• Terminology and processes associated with the work.
• Record keeping, report preparation, filing methods and records management techniques.
• General office procedures, policies and practices, as well as basic knowledge of computer and other general office equipment.
• Internal department policies and procedures.
• External governmental bodies and agencies related to areas of assignment.
• Computer applications and hardware related to the performance of the essential functions of the job.
• Time and project management.

Skill in:

• Typing from rough draft or printed text at a rate sufficient to perform the functions of the job.
• Analyzing and resolving office administrative situations and problems.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Using a computer to accurately and rapidly enter and retrieve data and information.
• Communicate clearly and effectively, both orally and in writing with internal staff, citizens and other departmental staff in order to give and receive information in a courteous manner.
• Operating and performing routine maintenance of general office machines such as copiers, facsimile machines, telephone systems, etc.

Mental and Physical Ability to:

• Read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, etc.
• Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
• Establish and maintain effective working relationships with others.
• Draft and type correspondence.
• Add, subtract, multiply and divide whole numbers, common fractions and decimals.
• Deal with problems involving several concrete or non-concrete variables in standardized situations.
• While performing the essential functions of this job, the incumbent is regularly required to: walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull, move, or lift above and below the neck, objects weighing up to 25 pounds.

Selection Procedure & Other Important Information

• It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply.
• You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference "see résumé" will be rejected as incomplete.
• Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date.
• Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application.
• You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character.
• Application materials are the property of Mendocino County and will not be returned.
• It is your responsibility to