Office Assistant/Office Assistant III - District Attorney's Office

Under general supervision, performs a variety of office, administrative, and general support duties for an assigned county department or work unit; greets office visitors and answers the telephone, providing information and referring visitors/callers to others; operates and uses computers and office equipment; and performs related duties as assigned.

Education and Experience:

One (1) year of full-time general office support experience.

Education and Experience:

Two (2) years of full-time administrative, office, and general support work experience comparable to that of an Office Assistant with the County of Lake.

Additional directly related education and/or experience may be substituted.

This is not exhaustive of all job responsibilities. For more details, please refer to the link provided below.

To view the complete job description, you have two options: Either visit https://www.governmentjobs.com/careers/lakecountyca/classspecsor simply click on this link.

The information presented in job postings, job descriptions, or recruitment materials does not form a legally binding contract, either explicit or implicit. Benefits may differ among different employee groups. The details provided in these materials are subject to change or cancellation without prior notification. Prospective employees of the County of Lake must undergo the County's pre-employment medical review program upon receiving a conditional job offer before assuming their position with the County.

Applicants may substitute relevant experience and/or education at a 2 to 1 ratio to fulfill minimum qualifications. For further details, individuals should reach out to the Human Resources department.

ADA Accommodations

Individuals in need of accommodation during the application and/or selection process under the Americans with Disabilities Act (ADA) should reach out to County of Lake Human Resources at (707) 263-2213.

The County is an Equal Opportunity-Affirmative Action Employer

Veteran's Preference

OFFICE ASSISTANT

DEFINITION

Under general supervision, performs a variety of office, administrative, and general support duties for an assigned county department or work unit; greets office visitors and answers the telephone, providing information and referring visitors/callers to others; operates and uses computers and office equipment; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

This is the journey-level classification in the Office Assistant series.  Incumbents perform a variety of office, administrative, and general support duties that requires previous related experience.   It is distinguished from Office Assistant III in that Office Assistant III incumbents perform more specialized and complex work, may have day-to-day responsibility for an assigned work area, and may lead and coordinate the work of other office support staff.   

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from supervisory and/or management staff, depending on areas of work assignments.  Exercises no supervision over staff.

EXAMPLES OF ESSENTIAL DUTIES

Class specifications are intended to present a descriptive list of the scope of duties performed by employees in this class and are not intended to reflect all duties performed within the job.

• Performs a variety of office, administrative, and general support assignments. 
• Serves as an office receptionist greeting office visitors and answering the telephone, providing information, and making referrals to other staff.
• Gathers, assembles, compiles, organizes, and tabulates data and information.
• Types, word processes, and proofreads a variety of documents and materials. 
• Maintains and updates records and information in manual and/or automated retrieval systems.
• Records and logs invoices, claims, and other documents. 
• Receives, sorts, and distributes mail.
• Utilizes databases, spreadsheets, and other special computer software. 
• Operates a wide variety of standard office equipment, including a personal computer.  
• May assist with special projects. 
• May assist with updating and maintaining specialized manual and/or computerized departmental records and generating reports. 
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS

Knowledge of:

• Modern office methods and procedures. 
• Public relations principles and techniques.
• File maintenance and information retrieval systems.
• Computers and standard business software used in office and administrative support work.
• Correct English usage, spelling, grammar, and punctuation.
• Basic mathematics.

Ability to:

• Perform a variety of administrative, office, and general support work with minimal guidance and supervision.
• Quickly learn the policies and procedures of the department and unit where assigned.
• Read, understand, and apply policies, procedures, and regulations.
• Follow oral and written directions accurately.
• Type or use word processing software at an acceptable speed to meet production requirements.
• Gather and organize data and information.
• Maintain and update records and reports.
• Operate a personal computer and use department software in the performance of assigned work.
• Operate and use office equipment.
• Deal tactfully and courteously with the public and other staff when explaining the functions and policies of the work area where assigned.

• Regularly work well under pressure, meet multiple and sometimes conflicting deadlines.

Education and Experience:

One (1) year of full-time general office support experience.

Additional directly related education and/or experience may be substituted.

The County of Lake is an equal opportunity employer and will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Incumbents generally work in a typical office environment with adequate light and temperature. There may be occasional exposure?to?extreme temperatures, loud noise, fumes, noxious odors, dust, mist, gases, and poor ventilation; underground, confined, or restricted?workspaces; and heights more than five stories above ground level.?Incumbents may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Incumbents may also be subject to clients or members of the public afflicted with behavioral disorders or who are under emotionally stressful conditions.  

Positions in this class typically require: sitting, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions.  

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for light work.  

Positions assigned to the Registrar of Voters:

Heavy Work: Exerting up to 100 pounds of force occasionally, and/or 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.

Positions assigned to the Registrar of Voters are required to work irregular and extended hours evenings, weekends, and holidays during election sessions.  

Positions in this class may require local and statewide travel as necessary.

A successful candidate will be required to submit to and pass a background check prior to the appointment.   Depending upon the position and/or assigned department, the background check may include but is not limited to civil and criminal history check, reference check, Live Scan, and/or credit check (as allowed under state law).

OFFICE ASSISTANT III

Under direction, performs the more difficult and complex office, administrative, and general support work for an assigned County department or work unit, including financial and statistical record keeping; greets office visitors and answer the telephone, providing information and referring visitors/callers to others; operates and uses computers and office equipment; and performs related duties as assigned.

This is the advanced and specialized working level in the Office Assistant class series.  Incumbents perform the more difficult and complex office, administrative, and general support work.  They may be assigned overall and on-going responsibility for the office support functions of a work unit and/or provide lead direction and work coordination for other staff.   This class is distinguished from Office Assistant because incumbents in this class perform more complex work assignments and may be assigned work coordination and/or lead responsibilities.

Receives general supervision from supervisory and/or management staff, depending on areas of work assignments.  May coordinate and/or lead the work of other staff, typically Office Assistants.

Class specifications are intended to present a descriptive list of the scope of duties performed by employees in this class and are not intended to reflect all duties performed within the job.

• Performs the more complex office, administrative, and general support assignments.
• Has overall and ongoing responsibility for the office support functions of an assigned work unit.
• Provides lead direction and work coordination for other staff as assigned.
• Gathers, assembles, organizes, and tabulates data and information.
• Types/word processes and proofreads a variety of documents and materials.
• Maintains and updates records and information in manual and/or automated retrieval systems.
• Records and logs invoices, claims, and other documents.
• May review and process referrals to department programs in compliance with external requirements.
• Serves as an office receptionist greeting office visitors and answering the telephone, providing information and making referrals to other staff.
• Receives, sorts, and distributes mail.
• Utilizes databases, spreadsheets and other special computer software.
• Operates a wide variety of standard and/or specialized office equipment, including a personal computer. 
• May work on special reports, projects, publications and other assignments.
• May assist with updating and maintaining specialized manual and/or computerized departmental records and generating reports.
• Performs related duties as assigned. 

Knowledge of:

• Advanced office methods and procedures.                  
• Principles of work coordination, planning, and lead direction.
• Policies and procedures of the department and unit where assigned, including specialized areas of office support.
• Advanced public relations principles and techniques.
• Advanced file maintenance and information retrieval systems.
• Computers and standard business software used in office and administrative support work.
• Correct English usage, spelling, grammar, and punctuation.
• Business mathematics.

Ability to:

• Perform a variety of complex administrative, office, and general support work with minimal guidance and supervision.
• Quickly learn the policies and procedures of the department and unit where assigned.
• Maintain on-going responsibility for the office support functions of an assigned work area or unit.
• Provide work coordination, planning, and lead direction for other staff.
• Read, understand and apply policies, procedures, and regulations.
• Follow oral and written directions accurately and efficiently.
• Type or use word processing software at an acceptable speed to meet production requirements.
• Gather and organize data and information.
• Maintain and update records and reports.
• Operate a personal computer and use department software in the performance of assigned work.
• Operate and use office equipment.
• Deal tactfully and courteously with the public and other staff when explaining the functions and policies of the work area where assigned.
• Regularly work well under pressure, meeting multiple and sometimes conflicting deadlines.
• Constantly demonstrate cooperative behavior with colleagues, supervisors, and customers/clients.

Education and Experience:

Two (2) years of full-time administrative, office, and general support work experience comparable to that of an Office Assistant with the County of Lake.

Additional directly related experience and/or education may be substituted.

The County of Lake is an equal opportunity employer and will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. 

Incumbents generally work in a typical office environment with adequate light and temperature. There may be occasional exposure?to?extreme temperatures, loud noise, fumes, noxious odors, dust, mist, gases, and poor ventilation; underground, confined, or restricted?workspaces; and heights more than five stories above ground level.?Incumbents may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. Incumbents may also be subject to clients or members of the public afflicted with behavioral disorders or who are under emotionally stressful conditions.  

Positions in this class typically require: sitting, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions.  

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Positions assigned to the Registrar of Voters:

Heavy Work: Exerting up to 100 pounds of force occasionally, and/or 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.

Positions assigned to the Registrar of Voters are required to work irregular and extended hours evenings, weekends, and holidays during election sessions.  

Positions assigned to the Library:

Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.   

Positions in this class may require local and statewide travel as necessary.

A successful candidate will be required to submit to and pass a background check prior to the appointment.  Depending upon the position and/or assigned department, the background check may include but is not limited to civil and criminal history check, reference check, Live Scan, and/or credit check (as allowed under state law).

Disaster Service Workers: As members of the County of Lake Emergency Services Organization, all Lake County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to perform certain emergency services at the direction of the department and / or County.

The contents of this class specification shall not be construed to constitute any expressed or implied warranty or guarantee, nor shall it constitute a contract of employment. The County of Lake assumes no responsibility beyond the general accuracy of the document, nor does it assume responsibility for any errors or omissions in the information contained herein. The contents of this specification may be modified or revoked without notice. Terms and conditions of employment are determined through a “meet and confer” process and are subject to the Memorandum of Understanding currently in effect.