Office Assistant II/III Countywide Pool at County of Riverside in Riverside, California

Job Description:

ABOUT THE POSITION

The County of Riverside seeks to fill Office Assistants II and Office Assistant III positions throughout the County of Riverside for various departments.

This county-wide recruitment will establish a Office Assistant II and III Candidate Pool of qualified applicants to fill curren t and future vacancies throughout the County for regular (permanent) openings.

The Office Assistant series is used in all County departments to provide clerical services.

HOW IT WORKS:

- Applicants will answer questions about location preferences, work experience, and qualifications.
- The most competitive applicants (based on specialized skills) will be referred for interviews.
- Applicants will receive email notification once their application is no longer being considered due to Candidate Pool expiration.

Some positions may require a law enforcement background investigation which requires completion of an extensive questionnaire, meeting with a background investigator, and
submitting several references.

Office Assistant II

Under supervision, performs a variety of moderately difficult clerical work; and performs other related duties as required.

The Office Assistant II is the journey level classification in the Office Assistant series and reports to a supervisory level position. Incumbents of this class work under general supervision, within a framework of established procedures and are expected to perform a wide variety of clerical duties with minimal assistance. Satisfactory performance requires the use of independent judgment in selecting proper work methods within approved alternatives.

Incumbents typically type, file, sort and process materials; maintain records; process records; compose and edit reports and correspondence; gather information; provide information to the public concerning departmental or County operations; receive and record payments; operate a variety of equipment including but not limited to: word processors, micro-computers, mini-computers, computer terminals, duplicating machines, calculators; and prepare and complete a variety of forms and documents.

Office Assistant III

Under general supervision, performs the most complex assignments or acts in a lead capacity by providing technical supervision and training to staff; and performs other related duties as required.

The Office Assistant III class is the advanced journey level classification in the Office Assistant series and reports to a supervisory level position. This class is used in County departments to provide clerical services. Incumbents typically type, file, sort, and process materials; process and maintain records; compose and edit reports and correspondence; gather information; provide information to the public concerning departmental or County operations; receive and record payments; operate a variety of equipment, including, but not limited to, word processors, micro-computers, mini-computers, computer terminals, duplicating machines, and calculators; and prepare and complete a variety of forms and documents.

Incumbents in this class perform the most complex assignments where work is of a highly specialized nature requiring significant expertise and performed with a great degree of independence or act as lead personnel for a work unit performing a variety of clerical work. The Office Assistant III class is distinguished from that of Supervising Office Assistant I in that the incumbents of the latter class have full supervisory responsibility for a clerical unit.

County Departments:
https://rivco.org/services/agencies-and-departments

To learn more about the benefits of working for the County:

https://issuu.com/rivcohr/docs/hr_flipbook_1-24-23_r3

EXAMPLES OF ESSENTIAL DUTIES
OFFICE ASSISTANT II

• Assist the public by referring them to sources of information, giving out standard forms, explaining how to complete them, and answering requests for factual information by consulting various available sources.


• Insert and extract materials from subject matter files, classify material by nature of subject matter, and prepare new file folders as needed.


• Maintain informational or operational records; answer telephone and assist callers by providing information, taking messages, or routing calls to others.


• Type a variety of information such as statistical and budgetary tabulations, reports, manuscripts, contracts, pamphlets, letters, charts, and other documents from rough, plain, corrected copy, or dictated material utilizing information processing equipment.


• Utilize formerly recorded material to create new documents or files, incorporating all revisions; independently set up formats for reports, files, letters, and dual and multi-column documents, taking into consideration the special needs of originator.


• Gather information from a variety of source documents; establish and revise glossaries utilizing stored keystrokes; create multi-page documents with headers and footers; set up merged documents.


• Compile, store, and maintain a system of information retrieval on tapes or disks; edit copy for errors; compose routine letters on factual subjects; make out bills, abstracts, orders, notes, permits, licenses, etc.


• Receive fees when the amount is readily obtainable by simple computations or from fixed schedules; prepare receipts and accounts for money.


• Compare a variety of documents such as purchase orders, receival slips, and others to make extensions, batch totals, and to check for mathematical accuracy and general completeness.


• Post data, types, encode, and transmit alphanumeric and numeric data from source documents; key in commands to locate files; enter, store, retrieve, and delete information in order to update records and/or data bases.


• May verify the accuracy of information entered, and correct errors in transmission.


• Make computer inquiries to retrieve information and to print reports; may align carriage tapes and forms to print records, mailing lists, roster indexes, and similar listings; maintain informational and operational records.


• Serve as a receptionist and schedule appointments; as a secondary responsibility, may operate a telephone switchboard.

OFFICE ASSISTANT III

• Perform complex clerical work requiring the application of laws, policies, procedures, and specialized terminology; prepare and process materials which require the review of complex source material and a thorough familiarity with policies, procedures, terminology and various applicable laws in order to obtain the necessary data.


• Give information to the public or interdepartmental representatives in situations where judgment and interpretation of departmental policies and regulations are required.


• Review a variety of reports, forms, and records for accuracy, completeness, and compliance with applicable ordinances; answer questions involving searching for and summarizing technical data, laws, policies, or procedures.


• Compile a variety of narrative and statistical reports, which requires locating sources of information, devising forms to secure the data, and determining proper format for finished reports.


• Design or revise office forms; set up and maintain complex filing systems.


• Initiate replies to routine correspondence; compose correspondence and other materials requiring the application of subject matter knowledge and discrimination in the selection of data.


• May provide technical guidance and/or training to clerical staff; may assign and review the work of clerical staff; prepare and revise written procedures.


• Type a wide variety of complex material such as difficult statistical and budgetary tabulations, highly confidential reports and letters, priority manuscripts or contracts, and other specialized documents from rough, plain, corrected copy, or dictated material utilizing information processing equipment.


• Develop automated files and maintain the storage of tapes and disks; develop and revise standardized formats for documents for the department; operate peripheral equipment.


• Isolate and resolve equipment and procedural problems; perform backup of systems and maintain archived record library and reference logs; serve as technical expert on the operation of information processing equipment.

MINIMUM QUALIFICATIONS

OFFICE ASSISTANT II
Experience: Any combination of education and experience that would provide the knowledge and abilities listed below.

Knowledge of: Correct grammar, spelling, and punctuation; office procedures, including preparing correspondence and reports; filing, indexing, and cross-referencing methods; principles, methods, and equipment used in information processing.

Ability to: Perform clerical work and quickly learn the specific operation of the office; make decisions in standard procedural matters without immediate supervision; prepare and maintain accurate records and reports; make arithmetic calculations rapidly and accurately; understand and follow written and oral instructions; establish and maintain effective working relationships; operate a variety of standard office equipment.

OFFICE ASSISTANT III
OPTION I
Experience: Two years of clerical experience.

OPTION II
Education: Completion of 18 semester or 27 quarter units from an accredited college or university in secretarial sciences, office practices, business education, or a closely related field to the assignment.

Experience: One year of clerical experience.

OPTION III
Education Completion of 360 hours of training from a recognized occupational training program in secretarial sciences, business education, or a closely related field.

Experience: One year of clerical experience.

ALL OPTIONS
Knowledge of: The principles, methods, and equipment used in information processing; correct English usage, grammar, spelling, vocabulary, punctuation, format, and style; office procedures, including preparing correspondence and reports, filing, and operating standard office equipment.

Ability to: Understand the capabilities and applications of information processing equipment considering the requirements of the unit; use initiative and judgment in setting up formats for a variety of documents; provide guidance to and train staff; proof and correct copy into acceptable final form; store and retrieve a variety of documents and subdocuments; meet departmental production and accuracy standards; establish and maintain effective working relationships.

Applicants who are current County of Riverside employees and/or current employees of the Department/Agency may be considered before other applicants depending on the volume of applications received.

SUPPLEMENTAL INFORMATION

Veterans' Preference The County has a Veterans Preference Policy. Upload a copy of your (or your spouse's) Member-4 Form DD-214 (or NGB-22) indicating dates of service, and a copy of your spouse's letter of disability (if applicable) with your application. For privacy reasons, it is recommended that you remove your social security information from the document(s). A Human Resources Representative will review the materials and determine if you qualify for veterans' preference. See the policy here: https://www.rivcocob.org/wp-content/uploads/2018/07/C-3-Veterans-Preference-Program.pdf

What's Next?
The preliminary closing date for this posting is Wednesday, October 23, 2024, at 11:59 pm however postings may close at any time.

Applications received prior to the closing date will be considered based on the information submitted. Changes or alterations cannot be accepted. No late applications will be permitted.

Applications must be submitted through NeoGov at: https://www.governmentjobs.com/careers/riverside

BASED ON THE NUMBER OF APPLICATIONS RECEIVED, THIS POSTING MAY CLOSE WITHOUT NOTICE.

Applications received prior to the closing date will be considered based on the information submitted. Changes or alterations cannot be accepted.

No late applications will be permitted.

Include relevant work experience details on resume and/or application.

For positions within the Riverside University Health System the following condition of employment may apply:

Condition of Employment

I n accordance with the California Department of Public Health Order dated August 5, 2021, and amended December 22, 2021, health care facility workers who work in indoor settings where care is provided to patients or where patients have access for any purpose must be vaccinated against COVID-19 as follows: the first dose of a one-dose regimen or second dose of a two-dose regimen, by September 30, 2021. Effective March 1, 2022, all healthcare facility workers must have their booster, obtain the booster within 15 days of becoming eligible for one or have a declination form on file for the booster. Consideration may be given to candidates who are in the process of completing their vaccination regimen.

The Order allows for workers to be exempt from the vaccination requirements by providing the facility with a declination form signed by the individual stating either of the following: (1) the worker is declining vaccination based on Religious Beliefs; or (2) the worker is excused from receiving any COVID-19 vaccine due to Qualifying Medical Reasons. Workers who are exempted from the vaccination requirements must observe all other infection control requirements, including face coverings.

A requirement of employment is to provide proof of COVID-19 vaccination, or a completed COVID-19 Vaccination Declination form (filled out by the candidate and their medical provider as appropriate), during the pre-employment process. Failure to submit the required documentation may render a candidate ineligible to move forward in the process.

For specific questions regarding this position, please contact Ahjah Davis Solomon at AhDavis@rivco.org or 951-955-9233.

________________________________________________________________________________________

APPLICATION INFORMATION

Veteran's Preference
The County has a Veterans Preference Policy applicable to new hires. To qualify, upload a copy of your (or your spouse's) Member-4 Form DD-214 indicating dates of service, and a copy of your spouse's letter of disability (if applicable) with your application. For privacy reasons, it is recommended that you remove your social security information from the document(s). A Human Resources Representative will review the materials and determine if you qualify for veterans' preference.The Veterans Preference Policy, C-3 is available here: https://rivcocob.org/board-policies

Reasonable Accommodations
The County of Riverside is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter for the position noted above. For additional information and/or to obtain the appropriate form for requesting a reasonable accommodation, please visit the Disability Access Office web page located at: https://rc-hr.com/disability

Proof of Education
If using education to qualify or when requested by the recruiter, upload a copy of any license(s), official/unofficial transcript(s), degrees, and/or related employment documents to your NeoGov account at the time of application and before the closing date. Official or unofficial transcripts will be accepted.

If your education was completed outside of the United States, you will need to provide a copy of your Foreign Education Equivalency evaluation from a member of the National Association of Credential Evaluation Services ( NACES ) or Association of International Credential Evaluators, Inc. ( AICE ).

Equal Opportunity Employer
The County of Riverside is an Equal Opportunity Employer. It is the policy of the County of Riverside to provide equal employment opportunities for all qualified persons. All applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender, gender identity, gender expression, marital status, ancestry, medical condition (cancer and genetic characteristics), genetic information, or denial of medical and family care leave, or any other non-job-related factors.

Pre-Employment
All employment offers are contingent upon successful completion of pre-employment requirements including a criminal background investigation, which involves fingerprinting. (A felony or misdemeanor conviction may disqualify the applicant from County employment). A pre-employment physical examination and background check may be required.

Probationary Period
As an Approved Local Merit System, all County of Riverside employees, except those serving "At Will," are subject to the probationary period provisions as specified in the applicable Memorandum of Understanding, County Resolution, or Salary Ordinance. Temporary and Per Diem employees serve at the pleasure of the agency/department head.

General Information
Current County of Riverside and/or current employees of the hiring department may receive priority consideration. Qualified candidates may be considered for future County vacancies.

Job postings may close without notice based on application volume. Submit your complete application by the recruitment close date; no late applications are accepted. Ensure all relevant experience/education is reflected on your application/resume, as a failure to demonstrate position requirements may disqualify applicants. A description of job duties directly copied from the job classification or job posting will not be considered.

Please read and follow any special application instructions on this posting. Click the 'Apply' link located on this page to submit your application. For additional instructions on the application process, examinations, Veteran's preference, pre-employment accommodation or other employment questions, please refer to our web site, www.rc-hr.com .

If you are experiencing technical problems, you may contact the governmentjobs.com applicant support desk Monday through Friday, 6 am to 5 pm Pacific Time at support@governmentjobs.com or toll-free 1-855-524-5627.

MEDICAL/DENTAL/VISION INSURANCE: A choice of different medical, dental and visions plan are available to elect. The County provides a Flexible Benefit Credit contribution as governed by the applicable LIUNA Memorandum of Understanding to contribute towards the cost of these plans.

Note: Employees on assignment through the Temporary Assignment Program (TAP) receive different benefits. See the list here .
MISCELLANEOUS RETIREMENT: County of Riverside has three retirement Tiers through the California Public Employees' Retirement System (CalPERS).

• 
  Tier I (Classic Member - Formula 3% @ 60): Applicable to current and former County of Riverside local miscellaneous employees hired prior to 08/24/2012 and did not withdraw CalPERS contributions. The employee contribution is eight (8%) percent.


• 
  Tier II (Classic Member - Formula 2% @ 60): Applicable to local miscellaneous employees 1) hired after 08/23/2012 through 12/31/2012; 2) Previously employed with another CalPERS contracting public agency or a reciprocal retirement system, with a break in service of less than six months between the separation date with the previous employer and the appointment date with the County of Riverside. The employee contribution is seven (7%) percent.


• 
  Tier III (PEPRA New Member - Formula 2% @ 62): Applicable to CalPERS local miscellaneous new members hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. Effective July 1, 2023 employee contributions are 7.25% and will increase to 7.75% effective July 1, 2024.
  

A new member is defined as any of the following:

A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who has no prior membership in any California Public Retirement System.

A new hire who enters CalPERS membership for the first time on or after January 1, 2013, and who was a member with another California Public Retirement System prior to that date, but who is not subject to reciprocity upon joining CalPERS.

A member who first established CalPERS membership prior to January 1, 2013, and who is rehired by a different CalPERS agency after a break in service of greater than six (6) months.

CalPERS refers to all members that do not fit within the definition of a new member as "classic members".

Contribution rates are subject to change based on the County of Riverside annual actuarial valuation.

Note:

This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to retirement@rivco.org or by calling the Benefits Information Line at (951) 955-4981,
Option 2.

If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law. The Retirement Law is complex and subject to change. If there's any conflict between this summary and the law, the law will prevail over this summary.
DEFERRED COMPENSATION: Voluntary employee contribution with a choice between two 457 deferred compensation plan options.

VACATION ACCRUAL (Bi-Weekly Accrual):

0< 3 year = 80 Hours (10 Days)
4< 9 years = 120 Hours (15 Days)
10 or more years = 160 Hours (20 Days)

Maximum Vacation leave accumulation is 480 hours.

SICK LEAVE: Four (4) hours Sick Leave accrual per pay period with unlimited accrual.

HOLIDAYS: Normally 12 paid holidays per year

BEREAVEMENT LEAVE: Allowed 5 days (3 days are County paid; 2 additional days can be taken from accrued Sick Leave balance)

BASIC LIFE INSURANCE: Equal to one times annual base salary not to exceed $50,000 of term life coverage. Premiums are paid by the County. Additional Supplemental Life plan is available for employee purchase.

DISABILITY: Short-term Disability benefit pays up to a maximum of $461.54 weekly, payable up to a maximum of 52 weeks.

POST RETIREMENT MEDICAL CONTRIBUTION: A monthly contribution is made by the County towards retiree health insurance offered through the County as governed by the applicable Memorandum of Understanding.

OTHER: There may be other benefit provisions as specified in the applicable Memorandum of Understanding. Please contact the recruiter listed on the job posting directly for more information.

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