Communications Staff Assistant

COMMUNICATIONS STAFF ASSISTANT (LIMITED-TERM)

This recruitment will close at the end of the day on Friday, November 20, or once 150 applications have been received, whichever occurs first.

Please note that this position will be filled as a limited-term position.

Limited-term positions are funded for a specific duration. This assignment is tied to the completion of OCERS' public website redesign and content migration project. While limited in funding, incumbents appointed to limited-term roles receive the same benefits as regular employees and are considered County employees for purposes of internal transfers and promotional opportunities. All limited-term positions are subject to the same probationary period as regular-status positions within the same classification.

Mission
OCERS' mission is to provide secure retirement and disability benefits with the highest standards of excellence.

Vision
OCERS' vision is to be a trusted partner providing premier pension administration, distinguished by consistent, quality member experiences and prudent financial stewardship.

Values

• Open and Transparent
• Commitment to Superior Service
• Engaged and Dedicated Workforce
• Reliable and Accurate
• Secure and Sustainable

Working closely with Communications staff and departmental subject matter experts, the Communications Staff Assistant will inventory and evaluate existing website content, identify outdated, duplicative, inaccurate, or inaccessible material, recommend improvements, and help ensure the new website meets applicable accessibility standards. The position will also track project milestones and deliverables and support OCERS' broader communications and member-education efforts.

The successful candidate will be detail-oriented, organized, and an excellent writer who can balance multiple deadlines, communicate clearly with staff at all levels, and bring sound judgment to improving how OCERS shares information with its members and the public.

Website Content Analysis and Migration 

• Conduct an inventory and review of existing website pages, documents, images, links, forms, and other digital content; compile and summarize findings for Communications management.
• Analyze content to identify outdated, inaccurate, duplicative, or unnecessary material, and recommend content for consolidation, revision, or removal.
• Gather, organize, and update content in coordination with departmental subject matter experts; draft, edit, proofread, and format approved content and prepare it for publication on the new website.

Accessibility and Quality Assurance

• Review digital content for compliance with ADA and web accessibility standards; identify accessibility issues and help remediate content, including documents, images, and forms.
• Assist with accessibility testing and user acceptance testing, reviewing content accuracy, formatting, navigation, links, images, documents, and consistency with approved design, branding, and plain-language standards.
• Document, track, and follow up on quality assurance and accessibility issues through resolution; summarize trends and recurring problem areas and recommend solutions.

Project Coordination

• Track project milestones, content deliverables, approvals, outstanding requests, and deadlines for the website redesign and migration project.
• Coordinate meetings, prepare meeting notes and action items, organize stakeholder feedback, and follow up with internal stakeholders to keep the project on schedule.
• Prepare regular status updates and written reports on project progress, issues, and recommended next steps.

Communications Support

• Write, edit, and proofread program support materials such as newsletters, email communications, informational materials, and web content to build member and public understanding of OCERS programs.
• Assist with the preparation of presentations, digital media, social media content, outreach campaigns, and member-education initiatives.
• Respond to inquiries regarding website content and related communications, verbally or in writing, and route technical matters to the appropriate department.
• Perform other related duties as assigned.

The successful candidate will demonstrate sound judgment, initiative, and the ability to manage multiple assignments and deadlines with minimal day-to-day direction. They will be comfortable working with subject matter experts across the organization and will establish and maintain cooperative working relationships with peers, supervisors, managers, vendors, and the public.

The candidate must demonstrate experience and proficiency in the following key competencies:

Written and Oral Communication

• Write, edit, and proofread clear, accurate, and well-organized content for a public audience using correct English usage.
• Apply plain-language principles to make technical or complex information easy to understand.
• Communicate effectively with staff at all levels and present information clearly, both verbally and in writing.

Analytical and Problem-Solving Skills

• Gather, compile, analyze, and summarize information to identify problems, trends, and areas for improvement.
• Evaluate content for accuracy, relevance, and consistency, and recommend practical solutions.
• Think logically and apply sound judgment when prioritizing issues and determining next steps.

Project Coordination and Organization

• Organize thoughts and work priorities to accomplish work efficiently and meet deadlines.
• Track deliverables, approvals, and action items across multiple stakeholders and follow up proactively.
• Work independently of specific daily direction while keeping supervisors and stakeholders informed.

Digital Content and Accessibility

• Use content management systems, Microsoft Office applications, and related tools to prepare and manage digital content.
• Apply knowledge of web accessibility principles to identify and help resolve accessibility issues in web pages, documents, and images.
• Maintain consistency with approved design, branding, and style standards.

Collaboration and Customer Service

• Establish and maintain cooperative working relationships with peers, supervisors, managers, subject matter experts, vendors, and the public.
• Generate enthusiasm and motivate others to act in support of project objectives, including timely content review and approval.
• Respond to inquiries with professionalism, tact, and attention to the needs of members and the public.

Education Substitution
Successfully completed accredited college or university courses in a discipline used in government programs (including, but not limited to, information systems, business or public administration, urban planning, communications, psychology, etc.) may be substituted for the experience requirement on the basis of three semester units or equivalent equaling three months of experience.

Please click here to view the Staff Assistant class specification and applicable minimum qualifications.

Highly Desirable Qualifications

• Experience with website content management systems and website redesign or content migration projects.
• Experience reviewing or remediating digital content for accessibility, including familiarity with Web Content Accessibility Guidelines (WCAG) and accessible PDF and document creation.
• Experience with quality assurance or user acceptance testing of websites or digital content.
• Experience writing or editing content for a public-sector, pension, benefits, or member-facing organization.
• Experience coordinating projects, tracking deliverables, and preparing status reports.
• Coursework or a degree in communications, journalism, English, marketing, public administration, business administration, or a closely related field.

Physical and Mental Requirements

• Ability to speak, hear, and communicate clearly and understandably in English in person, in front of a group, and over the telephone.
• Manual dexterity sufficient to operate a keyboard, telephone, and other standard office equipment and to write, file, and handle documents.
• Vision sufficient to read fine print, review documents, and view information displayed on a computer monitor for extended periods.
• Mental stamina to review detailed information, manage competing priorities and deadlines, and maintain accuracy.
• Independent body mobility, agility, and stamina to stand, walk, stoop, bend, and reach as required to perform job duties.
• Ability to sit for prolonged periods.
• Body strength sufficient to lift and carry files and other materials weighing up to 20 pounds.

Environmental Conditions
Work is primarily performed in an office environment with prolonged periods of computer use. The position requires the ability to work with changing deadlines, competing priorities, and multiple stakeholders.

The OCERS Human Resources Department will screen applications and supplemental information to identify candidates who meet the minimum qualifications. Applications submitted without completed supplemental questions or other required application materials may be disqualified from further consideration.

Candidates who meet the minimum qualifications will be evaluated through the recruitment process outlined below. All candidates will be notified of their status via email.

Examination (AAP) | Refer/Non-Refer

Applicants who meet the minimum qualifications and desired criteria may be invited to participate in one or more job-related examinations. Applicants will be notified of any required examination and the applicable instructions. Candidates who successfully complete the examination process may be referred to the next phase of the selection process.

Spark Hire Interview

Referred candidates will be required to complete a one-way pre-screening interview on the Spark Hire video interview platform. In this process, candidates will record their responses to a set of structured questions. Subject matter experts will then evaluate these video interviews to determine if candidates qualify for the next phase of the selection process.

Qualifications Appraisal Panel (QAP) | Application Rating or Structured Interview

Candidates advancing to this phase may be interviewed and evaluated by a panel of subject matter experts. Each candidate's rating will be based on responses to structured questions designed to assess their qualifications, writing and communication skills, analytical abilities, project coordination skills, and suitability for the position.

Based on OCERS' needs and the number of applications received, the selection procedures listed above may be modified. All affected candidates will be notified of applicable changes.

After completion of the applicable examination and selection procedures, OCERS Human Resources will establish an eligible list of qualified candidates. The list may be used to fill the current limited-term vacancy in the Communications Department and future vacancies, subject to OCERS' operational needs and applicable recruitment rules.

Only online applications submitted through the OCERS careers website will be accepted. Applicants must complete all required application and supplemental questions and attach a resume if required by the recruitment announcement.

Your application should clearly describe your relevant education, training, experience, and accomplishments. Be sure to provide specific examples that demonstrate how your background meets the minimum qualifications and the desired competencies listed above.

It is recommended that you save or print your application confirmation page to verify that your online application was received.

You may apply online through the OCERS careers website: https://www.ocers.org/careers-ocers.

For recruitment-specific information, please contact John Nguyen at [email protected]. Do not submit resumes to the recruitment contact's email address in lieu of the required online application process.

Email Notification

Email is the primary form of communication during the recruitment process. Please ensure your correct email address is included in your application and use only one email account.

NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications submitted using different accounts may jeopardize your status in the recruitment process for any positions for which you apply.

Candidates will be notified of their status as the recruitment proceeds through the GovernmentJobs.com site. Please check your email folders, including spam and junk folders, and consider allowing emails ending in "governmentjobs.com" and "ocgov.com." If your email address changes, please update your profile at www.governmentjobs.com.

FREQUENTLY ASKED QUESTIONS

Click here for additional Frequently Asked Questions.

OCERS, as an Equal Employment Opportunity employer, encourages applicants from diverse backgrounds to apply.