Senior Office Assistant - English and Bilingual (English/Spanish)

Position Information

Elevate your career in public service with the County of Sonoma as a Senior Office Assistant!

Starting salary at $ 27.85/ hour ($ 58,126 /year), plus a competitive total compensation package*, and an additional $1.15/hour for basic bilingual assignments and $1.50/hour for fluent bilingual assignments**!

IMPORTANT DATE:

Tentative date for the Written Examination:
Tuesday, February 25th, 2025

Do you have?

• The drive to provide exemplary customer service support
• Experience working with the public in an office environment
• A collaborative mindset, willing to work with and establish relationships with others
• Excellent interpersonal skills and the ability to communicate effectively both orally and in writing
• A talent for working well under pressure and meeting deadlines
• The capacity to work independently and exercise sound judgment
• Superb attention to detail, with an aptitude for focusing on complex projects while working in a frequently interrupted environment
• Experience operating multi-line phone systems
• Advanced Microsoft Suite skills (the ability to edit and remediate documents in Adobe Acrobat or learn those skills is a plus!)

If your answer is "Yes!" take the steps towards building your career in public service!

Join the County of Sonoma as a Senior Office Assistant (SOA)

As an SOA with the County of Sonoma, you will be assigned a variety of administrative support duties that are complex in nature or have a high consequence of error. When accepting, filing, and maintaining records and documents, you will work to ensure they are processed on time and within State and Federal regulations and department guidelines. Additionally, you will provide exceptional customer service support and:

• Be the first point of contact for the public and other agencies
• Maintain office supplies, training logs, and general inventories
• Register applications, including entering data, tracking appointments, and managing specialized caseloads
• Respond to inquiries by phone, in person, and through written electronic communication
• Monitor work for progress, technical adequacy, completeness, and adherence to established standard
• Create and remediate documents, and review and edit presentations
• Train, orient, and lead junior staff
• Staff the lobby, as needed, greeting customers and tracking visitors

This recruitment is currently being conducted to fill:

• One monolingual (English) position in the Adult and Aging Division of the Human Services Department
• One fluent bilingual (English/Spanish) position in the Economic Assistance Division of the Human Services Department
• One fluent bilingual (English/Spanish) position in the Employment and Training Division of the Human Services Department
• One fluent bilingual (English/Spanish) position in the Administrative Services Division (South County Center) of the Human Services Department
• One fluent bilingual (English/Spanish) position in the Family, Youth, and Children Division of the Human Services Department

What We Offer

Working at the County of Sonoma offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing your contributions work to better our shared community. You can also look forward to flexible work arrangements and excellent benefits* including:

• Hybrid Telework - A schedule that meets the needs of our staff, department operations, and the communities we serve may be available depending on the assignment
• Salary Advancement - A salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
• Bilingual Premium Pay** - An Additional $1.15 for basic bilingual positions and $1.50 for fluent bilingual positions on top of the hourly pay rate
• Paid Time Off - Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
• County Paid Health Premium Contributions - 100% premium contribution for the majority of employee-only and employee + family health plan options
• Staff Development/Wellness Pay - Annual benefit allowances of up to $500 and ongoing education/training opportunities
• Post-Retirement Health Reimbursement Arrangement - County contributions to help fund post-retirement employee health insurance/benefits
• Retirement - A pension fully integrated with Social Security
• Paid Parental Leave - May be eligible for up to 8 weeks (320 hours) after 12 months of County employment
• Student Loan Debt Relief - County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education

*Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in the Service Employees International Union Local 1021 Memorandum Of Understanding (SEIU MOU) and our Employee Benefits Directory .

**Bilingual positions require English and Spanish skills at either the basic (conversational) or fluent (reading, writing, and conversational) level. Applicants who wish to be considered for a bilingual position must indicate their level of skill in the required supplemental questionnaire. An examination will be conducted prior to employment in a bilingual position to confirm the level of skill in this area. Bilingual premium pay is $1.15/hour for basic and $1.50/hour for fluent.

This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list. Qualified candidates who wish to be considered for future positions should consider applying to this recruitment.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Minimum Qualifications

Education & Experience: Any combination of training and experience which would likely provide the required knowledge and abilities. Normally, two years as an Office Assistant II with the County or two years of comparable work experience in an office environment will provide this opportunity.

Special Skill Assignment: Some positions may require the ability to type at a corrected speed of 45 words per minute. All positions require considerable ability to operate a personal computer and multiple software. Some positions may require the ability to communicate in a language other than English.

License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

Knowledge, Skills, and Abilities

Considerable knowledge of: clerical and department practices, procedures, programs, services, policies, and regulations; the purpose and processing of a diversity of forms and documents; English grammar, vocabulary, spelling, punctuation and composition.

Working knowledge of: methods and techniques used in researching, proofing, evaluation, gathering, organizing and arranging data; techniques and practices for leading workers; basic mathematics; business letter writing; the use of electronic information equipment and specific systems as used within the department.

Ability to: read English at a level necessary to understand procedures, manuals, policies and guidelines; write English at a level necessary to prepare correspondence and record incoming information; speak English at a level necessary to communicate information clearly; answer a variety of questions related to department programs, services and operations; exercise sound judgement when initiating processes, actions, and alternatives within established procedures and regulations; understand and carry out written and oral instructions; prepare and maintain accurate reports and records; establish and maintain harmonious work relationships with employees and the public; communicate effectively verbally and in writing with individuals from diverse socio-economic and cultural backgrounds; enter data accurately into automated systems; maintain confidentiality of restricted information; use discretion in organizing work and carrying out assignments with minimum supervision; use electronic information equipment and specific systems as used within the department; understand and apply specific rules, codes, regulations, procedures, policies, and precedents; select, interpret and explain regulations and procedures to others; locate, identify, and correct technical inaccuracies; provide direction to others; work independently in performing assignments and in resolving problems and deviations; establish, organize and arrange and revise the maintenance of department files; research, proof, evaluate, gather, organize and arrange a diversity of information; produce on a computer keyboard or a typewriter a variety of material to include graphs, charts, statistical statements, specifications, purchase orders, reports and standardized forms; independently research and prepare correspondence in answer to inquiries about department records, programs, services and regulations; maintain and process a variety of records and transactions; make accurate and rapid mathematical calculations; operate office equipment to include personal computers, alpha readers, typewriters, calculators, printers, copiers, adding machines, microfilm equipment, and data processing terminals.

Selection Procedure & Some Helpful Tips When Applying

• Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
• You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
• You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
• Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.

Please visit Getting a Job with the County of Sonoma to review more detailed information about the application, examination, and department selection processes.

APPLICATION SUBMISSIONS REQUIRE THE SUPPLEMENTAL QUESTIONNAIRE BE COMPLETED.

Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.

The selection procedure will consist of the following examinations:

1. An Application & Supplemental Questionnaire Appraisal Examination (pass/not pass) will be conducted to evaluate each applicant's combination of educational coursework, training, experience, knowledge and abilities, which relate to this position to ensure satisfaction of the minimum qualifications for this position. If you pass this examination, you will be invited to step two in the selection process.

2. A multiple-choice, written examination (weight 100%), will be conducted to further evaluate each candidate's qualifications as they relate to the position. The written examination will measure the core knowledge, skills and abilities for this position such as:

• Proofreading
• Applying Information & Reading Comprehension
• Written Communication Skills
• Basic Arithmetic
• Interpersonal Skills

IMPORTANT DATE:



Tentative date for the Written Examination:
Tuesday, February 25th, 2025

Applicants must attain a minimum passing score of at least 70% on the written examination to be placed on the employment list. The minimum passing score may be an adjusted score based on such factors as difficulty of the examination for this group of candidates, natural breaks in the scores achieved by this group of candidates, number of candidates, anticipated vacancies, and past practice.

ADDITIONAL INFORMATION

A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

HOW TO APPLY

Applications are accepted online at: www.yourpath2sonomacounty.org . Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.

The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.

HR Analyst: EP
HR Tech: EV

IMPORTANT NOTE: Benefits described herein do not apply to Extra Help positions.

COUNTY OF SONOMA BENEFITS: GENERAL*

These are some of the excellent benefits the County offers:

Paid Time Off :Competitive vacation and sick leave accruals; 12 paid holidays, and an additional 8 floating holiday hours per year; and may be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment.

Health Plan : Choose from nine health plans (three HMOs, three deductible HMOs, and three HSA-qualifying plans) with a generousCounty contribution to the premium (the contribution amount varies by bargaining unit). For more information, please see the appropriate MOU.

Retirement :Fully integrated with Social Security.For more information regarding eligibility, retirement contributions, and reciprocity with prior public service, please visit https://scretire.org/active-/-deferred/when-you-are-hired .

IRS 457 Plan : Pre-tax employee contribution up to the IRS annual maximum.

Retiree Medical :County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits.

Student Loan Debt Relief :County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education.

Plus excellent dental, vision, disability, life insurance, professional development, and more.

For answers to specific questions regarding the employment process and more details about benefits or retirement, please contact Human Resources at (707) 565-2331.Additional details about benefit and compensation packages can be found in the MOUs located at https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources/divisions-and-units/employee-relations/labor-agreements-and-salary-resolution . For specific information about health and welfare benefits including plan options, coverage, and premium amounts go to https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources or, contact the Human Resources' Risk Management-Benefits Office at benefits@sonoma-county.org or (707) 565-2900.

*IMPORTANT NOTES: Benefits described herein do not represent a contract and may be changed without notice.

Closing Date/Time: 2/10/2025 11:59 PM Pacific

• 

• County of Sonoma

• 707-565-8059

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