Office Assistant I ID - 16616
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Under immediate or general supervision, provides a limited spectrum of office support activities to an assigned department, which may include word processing, data entry and organization, reprographics, telephone and counter reception, scheduling, updating websites, maintain records, and filing; creates routine forms, memoranda, correspondence, and/or reports; performs routine operation of equipment; provides information and assistance to staff and the general public; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives immediate general supervision from assigned supervisory or management personnel. Exercises no direct supervision of staff. -
Examples of Duties
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This is the entry-level classification in the Office Assistant series. Initially under close supervision, incumbents learn office and County procedures. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.
Positions in the Office Assistant class series are flexibly staffed and positions at the II-level are normally filled by advancement from the next lower level, after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class.
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Employment Standards / Minimum Qualifications
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The job functions listed below are not inclusive or exclusive and are intended only as illustrations or examples of the various types of work that may be performed. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.
Some duties, knowledge, and abilities may be performed by positions at the entry level in a learning capacity.
- Performs a variety of office support duties related to the assigned work unit.
- Gathers information from a variety of sources for the completion and processing of forms, records, applications, etc.; contacts individuals to obtain additional information.
- Serves as a receptionist; receives and screens visitors and checks them in for appointments; receives and screens telephone calls, and takes messages; provides factual information regarding County, department, or division activities.
- Maintains records, and processes various forms, applications, permits, or other documents specific to the department or division unit.
- Types correspondence, reports, forms, and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, or brief instructions.
- Proofreads and checks typed and other material for accuracy, completeness, compliance with departmental policies; and correct English usage, including grammar, punctuation, and spelling.
- Enters, edits, and retrieves data, and prepares periodic or special reports from an on-line or personal computer system following established formats and menus; may create report formats using programmed software to meet individual needs.
- Performs other routine clerical support work as required, which may include, but is not limited to, copying documents, filing/retrieving files, processing mail, faxing information, collating documents, maintaining lists and logs, scanning/imaging/indexing documents, opening and distributing mail, processing outgoing mail, ordering and maintaining inventory of supplies and forms, etc.
- Performs routine fee calculations; collects and receipts monies, and issues receipts.
- Establishes and maintains office files; researches and compiles information from such files; purges files as required.
- Provides instruction and training to new temporary or part-time staff as assigned.
- Attends various meetings and training as required or appropriate.
- Performs related duties as assigned.
QUALIFICATIONS
Knowledge of:
- Clerical practices and procedures.
- County and assigned department programs, goals, and policies and procedures.
- Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Basic recordkeeping principles and practices.
- Business letter writing and the standard format for typed materials.
- Business arithmetic, including percentages and decimals.
- Basic real property description terminology and concepts.
- Methods of preparing and processing various records, reports, forms, and other documents particular to assigned department or program.
- Operation, adjustment, and minor maintenance of a variety of photo reproduction, microfilming, micro imaging, and imaging equipment.
- Applicable federal, state, and local laws, codes, and ordinances relevant to the area(s) of responsibility.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to the work performed.
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Ability to:
- Perform specialized processes, procedures, and office support tasks related to the department to which assigned.
- Perform detailed office support work accurately.
- Organize and maintain accurate files and records.
- Type accurately at speeds necessary for successful job performance.
- Perform detailed legal office support work accurately.
- Make accurate arithmetic calculations.
- Research and compile a variety of information and materials.
- Compose routine correspondence from brief instructions.
- Verify scanned images.
- Read and interpret basic plans, documents, maps, and permit applications.
- Operate, adjust, utilize, and perform minor maintenance to imaging scanners and personal computers, photo reproduction, and various micro imaging equipment.
- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
- Effectively use computer systems, software applications relevant to the work performed, and modern business equipment to perform a variety of work tasks.
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to completion of the twelfth (12th) grade.
Licenses and Certifications:
- Some positions may require possession of, or ability to obtain by the time of appointment, an appropriate California driver’s license.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer, and to operate a motor vehicle to visit various County and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Standing in and walking between work areas is frequently required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification frequently bend, stoop, kneel, and reach to perform assigned duties, as well as push and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 lbs.
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
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Application Process
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The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible.
Only qualified applicants who pass the minimum qualifications review, will be invited to the examination process which may be administered by a written examination, oral interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for the assessment listed below. Passing score is 70% out of 100%.
THE ASSESSMENT (100%) IS TENTATIVELY SCHEDULED FOR THURSDAY, JUNE 19, 2025
To move forward in the application process, you must complete an online application through our website https://www.governmentjobs.com/careers/maderacountyca. All job postings are also included via the TDD phone at 559-675-8970 and the 24-hour job line at 559-675-8685. Please attach a copy of your unofficial transcripts (indicating when degree was awarded), if applicable, to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.
For an open recruitment, applicants claiming veteran's preference must submit a copy of their DD-214 form along with the application. Candidates who attain ranking on an eligible list and are involuntarily called to active duty may be considered for eligibility reinstatement upon their return.
PLACEMENT ON THE ELIGIBLE LIST:
The Civil Service Commission may limit the number of qualified applicants eligible to participate in the examination process. If two or more candidates have the same total final score on an examination, they shall be ranked in order of their scores in that portion of the examination which has the greatest weight. The names of two or more eligibles having final ratings which are identical shall be grouped on the eligible list as tie names with equal rank for certification and appointment purposes.
Candidates who are successful in all phases of the examination process will be placed on an eligible list, in rank order based on a calculation of their total score from the examination process. The eligible list established by this recruitment will be active for a minimum of six (6) months or one (1) year, unless otherwise determined by the Director pursuant to section 6-4 (b) and may be extended for up to an additional year by the Commission.
PRE-EMPLOYMENT MEDICAL REQUIREMENTS:
As a condition of employment with the County of Madera, a candidate must submit to a Tuberculosis (TB) screening, and related follow up testing as necessary. Designated classifications* are also subject to a medical examination, which includes a review of medical history. TB screenings and medical exams are administered by the Madera County Public Health Department and/or health care professional designated by the County.
Designated classifications required to submit to an employment medical examination generally include those that are physical in nature or as may be required by law. If you have any questions about the pre-employment requirements, please contact the Department of Human Resources at (559) 675-7705 or hr@maderacounty.com.
ELIGIBILITY FOR EMPLOYMENT:
You will be required to submit verification of your identity and citizenship or legal right to work in the United States at the time of and as a condition of an offer of employment.As a condition of employment, all prospective employees shall be required to be fingerprinted.
EQUAL EMPLOYMENT OPPORTUNITY
Madera County does not discriminate on the basis of race, color, religion, sex, gender, gender identity, gender expression, transgender status, national origin, age, disability (physical or mental), medical condition, pregnancy, genetic information, ancestry, marital status, sexual orientation, veteran or military status, political affiliation, or any other basis protected by Federal or State law.
