Office Specialist (20580612)

Description

The County is currently accepting full time and extra help employment applications for the position of Office Specialist within the Human Resources Department. Under general supervision, incumbents perform a variety of administrative, secretarial, and office support duties of considerable complexity, requiring thorough know ledge of the assigned department, division, or program, its procedures and operational details; provides administrative support to various department staff; composes and prepares correspondence using judgment in content and style; performs skilled word processing, data entry and organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing; provides information to the public and County staff; and performs related duties as assigned.

Note: Office Specialist is a County-wide classification. The employment list established from this recruitment may be utilized to fill additional vacancies within the same classification in other departments including law enforcement departments such as Sheriff and Probation if they arise during the life of the Employment List.

EXAMPLES OF DUTIES :

• Perform specialized office support work which may require the knowledge of detailed or specialized activities related to the department to which assigned.
• Compiles and assemble information from a variety of sources for the completion of forms or the preparation of reports; make arithmetic or statistical calculations.
• Enter, edit and retrieve data and prepare periodic or special reports from an online or personal computer system following established formats and menus; may create report formats using programmed software to meet individual needs.
• Provide information to the public or to County staff that requires some interpretation of policies, rules and/or procedures.
• Maintain records and processes various forms, applications, permits, or other department or division specific documents; type correspondence, reports, forms, and specialized documents related to the functions of the department, division, or program, which assigned from drafts, notes or brief instructions, using a word processor; may compose standard correspondence from brief instructions.
• Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies; and correct English language, including grammar, punctuation, and spelling.

Job Description URL:

https://www.yuba.org/Yuba%20County/Human%20Resources%20and%20Organizational%20Se...

Job PDF:

Office Specialist JAN 2025 v2.pdf

Ideal Candidate

The Office Specialist position seeks an individual focused on providing outstanding support to colleagues and stakeholders. The ideal candidate should demonstrate the following qualities:

• Knowledgeable in administrative policies and procedures, including County and departmental programs, goals, and applicable federal, state, and local laws.
• Proficient in collecting data, generating reports, and preparing and processing records, forms, and documents relevant to the assigned department or program.
• Skilled in using computer systems, Microsoft Office applications, and modern business tools to perform diverse tasks effectively.
• Capable of independently drafting correspondence, summarizing information, and producing specialized or periodic reports.
• Adept at solving administrative issues and maintaining accurate and well-organized office records.
• Effective at creating and managing office systems and files to support organizational efficiency.
• Detail-oriented and resourceful in addressing problems to ensure tasks are completed with accuracy and timeliness.

Qualifications

Minimum: Equivalent to graduation from high school and one (1) year of responsible office support or secretarial experience which has involved the use of computer applications and maintenance of complex filing and operational records.

Preferred: In addition to the minimum, one year (30 semester units) of college course work with an emphasis in business practices or a related field, additional experience as previously defined and/or experience in the public sector. Certain positions may prefer increased typing accuracy and speed.

Special Requirements : Must successfully complete an extensive and thorough background investigation, which may include Live Scan fingerprinting prior to hire. Minimum Net of 40 wpm. Typing Certificate must indicate results from a five (5) minute test with at least the minimum net wpm required. Specified positions may require off-hours, weekend, and holiday shift work. Will be required to perform disaster service activities pursuant to Government Code 3100 -3109. The ability to obtain a valid California Class C driver's license within ten (10) days of employment; may be required to maintain license throughout employment at the discretion of the Appointing Authority.

Additional Information: All applicants deemed qualified will be invited to participate in a required selection process. It is important to please check your e-mail regularly for communications throughout the recruitment process. Communications come from a CalOpps.org or co.yuba.ca.us e-mail server.

Benefits

EXTRA HELP BENEFITS:

HIRING RANGE:

$21.05-$23.16/Hourly (DOE) + Benefits

California Sick Leave

Retirement: Public Agency Retirement Services (PARS)

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FULL TIME BENEFITS:

HIRING RANGE:

$3,648-$4,013/ Monthly (DOE) + Benefits

CONFIDENTIAL PAY: $250.00 monthly (specific to Human Resources Department and Clerk of The Board)

MERIT INCREASE: Typically 5% each year for the first 7 years. To access the County salary schedule, please click on this link.

RETIREMENT MISCELLANEOUS:

Classic: 2% @ 55

New: 2% @ 62

For more information about CalPERS Pension, please visit CalPERS Retirement.

SOCIAL SECURITY: Yuba County does not participate in the Social Security Program

MEDICARE: Yuba County does participate in the Medicare Program.

STATE DISABILITY INSURANCE: SDIprovides benefits to employees who are unable to work due to non-work-related illness or injury. Paid Family Leave (PFL) automatically covers persons covered by SDI.

MEDICAL: Yuba County offers several medical plan options (HMO and PPO plans available based on eligibility) through CalPERS. To reference the current Rate Sheet, please visit Health Insurance and see General Resources.

DENTAL/VISION INSURANCE: The County pays 100% of the Basic plan premiums for employee or 80% for employee and eligible dependent(s). Requires participation in Health Insurance benefits.

*Health Waiver Opt-out of $250/monthly available with proof of other Non-Covered CA, employer sponsored health care coverage.

LIFE INSURANCE: County provides $50,000 in life insurance coverage. Employees may purchase additional coverage for themselves and dependents.

EMPLOYEE ASSISTANCE PROGRAM: County paid confidential counseling program for up to 5 visits per incident per eligible family member.

DEFERRED COMPENSATION: One Voluntary Deferred Compensation plan is available.

UNION AFFILIATION: Yuba County Employee Association (YCEA). To learn more visit Labor Relations.

F or Leave Accrual Rates and Specialty Pays for classifications within the Yuba County Employees Association Bargaining Unit, please reference this Yuba County Employee's Association (YCEA) Benefits Summary .

Special Instructions

SPECIAL INSTRUCTIONS:
Final Filing Deadline: TUESDAY, FEBRUARY 11, 2025 @ 5PM
APPLICATION SCREENING:

An official Yuba County employment application must be submitted by the final filing deadline. Applications must include pre-qualification questionnaire certificate(s) and college transcripts and/or diploma. Incomplete applications may be disqualified from further consideration.

TO APPLY:

ONLINE APPLICATION: Applications may be submitted online through CalOpps. Click on the Apply for Job button above to complete the Yuba County employment application and Pre-Qualification Questionnaire.

OR

HARD COPY APPLICATION: You may access a hard copy of the Yuba County employment application and Pre-Qualification Questionnaire, by visiting our website at http://www.yuba.org. Our applications are available in a Microsoft Word format or fillable PDF, or you may pick up these materials in our office located 915 8th Street, Suite 113, Marysville, CA 95901. Hard copies of applications can be submitted to our office in person, by U.S. Mail or by fax at 530-749-7864. Applications must be received by the final filing deadline; postmarks or applications received after the final filing deadline will not be accepted.

All applicants will be given written notice regarding the status of their application and selection procedures. The County prefers to communicate via email, if provided, to expedite communication. It is also recommended that applicants review their SPAM mail daily so as not miss any important communication from the County. Communications are sent from two mail servers: Yuba@CalOpps.org and @co.yuba.ca.us.

Applicants are responsible for notifying the County of any changes to their contact information, including but not limited to e-mail addresses, mailing addresses, primary and secondary telephone numbers.

(Note: All diplomas or degrees must be from an accredited college or university. To obtain information regarding accreditation, refer to the US Department of Education Office of Post Secondary Education at: http://ope.ed.gov/accreditation/search.aspx )

Applicants must provide the following documents with their application by the filing deadline:

• Completed Yuba County Employment Application (Online or Hard Copy)
• Pre-Qualification Questionnaire
• Supplemental Questionnaire
• Any Diplomas and Unofficial Transcripts
• Copies of Related Certifications

MINIMUM QUALIFICATIONS:

The minimum and preferred requirements are listed above. While the following requirements outline the minimum qualifications, Human Resources reserves the right to select applicants for further consideration who demonstrate the best qualifications match for the job. Meeting the minimum qualifications does not guarantee further participation in selection procedures.

PRE-QAULIFICATION SUPPLEMENTAL QUESTIONNAIRE:

Must complete the Pre-Qualifications Supplemental Questionnaire, stating that you have the ability to type at the speed of 40 net words per minute.

RECRUITMENT SELECTION PROCESSES:

The recruitment process involves multiple steps which may include but are not limited to:

• Supplemental Questionnaire
• Interview Screening
• Personal History Statement (Pre-Review) (SPECIFIC TO SHERIFF'S DEPARTMENT & PROBATION DEPARTMENT VACANCIES ONLY)
• Department Interviews

(Please note: The entire recruitment process from recruitment opening date to start date could take 8 - 12 weeks for successful candidates).

SUPPLEMENTAL QUESTIONNAIRE:

A completed supplemental questionnaire is an essential part of the examination process for this position. The responses will be reviewed for sufficient detail and will be rated according to pre-determined guidelines. Please include 1) Places of employment; 2) pertinent dates; 3) duties performed, etc. when responding to the questions. If a job includes responsibilities applicable to several questions, separate the different functions of the job to answer all the questions completely. Any experience and/or training listed MUST be identified on your application. Resumes, letters and other materials will not be evaluated or considered as responses to the supplemental questionnaire.

INTERVIEW SCREENING:

Interview screening is an extension of the application process. Used as a secondary method of screening large applicant pools.

PERSONAL HISTORY STATEMENT: MISC. (SPECIFIC TO SHERIFF'S DEPARTMENT & PROBATION DEPARTMENT VACANCIES ONLY)

All applicants that successfully complete the examination process and are certified to the employment list, will be notified and must submit a complete Personal History Statement to the Probation and/or the Sheriff's Department at the time of interview. A review of the PHS will be conducted for each candidate to determine which candidates best meet the professional standard criteria adopted by the Department.

TESTING ACCOMMODATION:

If special accommodation is required at any stage of the selection process, complete the Request for Reasonable Accommodation in Employment Examination Process Form and provide the required documentation by the final filing deadline. The form can be obtained at Reasonable Accommodation Form or by contacting Human Resources at 530-749-7860.

WAIVER OF SELECTION PROCEDURES:

When selection procedures have been publicly announced and the number of applicants meeting the minimum qualifications for the position is five or less, the Human Resources Director may, at her/his discretion; a) Waive the competition entirely and submit the names of the applicants meeting the minimum qualifications to the appointing department, b) Revise the conditions of competition to a more practical basis under the circumstances.

EMPLOYMENT ELIGIBILITY LIST:

An employment eligibility list is established for those applicants who successfully pass all phases of the examination process. This list will be held for a minimum of six (6) months from the date the list is certified. For each vacancy the top five (5) ranks on the list will be certified to the department for final selection, which will include a departmental interview.

DEPARTMENT INTERVIEW:

The hiring department(s) will notify the applicant of the date and time of his/her interview. The applicant will be asked a series of questions about his/herself and his/her related experience, education and training that exhibit the knowledge, skills, and abilities essential to the job. The applicant may also be asked questions about hypothetical situations to test his/her ability to make decisions and use sound judgment and common sense.

Recruitment Contact

Contact phone:

(530)749-7865

Contact email:

econtreras@co.yuba.ca.us

Closing Date/Time: 2/11/2025 at 5pm

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• County of Yuba

• 5307497863

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