Extra Help Supervising Office Assistant

This recruitment will establish an employment list to fill current and any future vacancies for those County departments that have this position, which are the Probation, Sheriff, Health and Human Services offices. The anticipated life of the employment list is six months. If interested in employment for this position for current or future vacancies within these departments, please submit an online application for consideration.

Current vacancy is with the Probation department located in Visalia. The anticipated life of the list is six months.

Applications will be reviewed by Tulare County Human Resources & Development. As extra help positions become available, County departments with the job openings select the most qualified and appropriate applicant for the position available. The number of hours and duration of employment varies by each assignment. Extra help employees may work in a variety of County departments in locations throughout the geographic county area.

Extra help employees may not work more than 1,559 hours in any fiscal year from July to June. An extra help employee who mistakenly works in excess of 1,559 hours in a fiscal year does not become a probationary or regular employee. Applications will be active for six months. If you are hired for extra help and you complete a work assignment and then you if you wish to be employed again, you must resubmit an Extra Help application online. There are no benefits associated with extra help positions. See regular job specification for complete job duties and requirements

Typical Duties

• Plan, organize, assign, coordinate and supervise the work of a group of clerical employees engaged in a wide variety of general clerical work.
• Perform difficult clerical tasks involving the preparation of statistical reports, composing memos and letters, and responding to requests regarding County rules and ordinances interpretations.
• Review and check the work of subordinates for accuracy and completeness.
• Coordinate activities of and maintain even workflow in a clerical unit.
• Review office procedures, recommend and implement change to improve efficiency and services
• Prepare payroll documents, maintain vacation and attendance records, review time sheets, check invoices and perform purchasing-related activities of Department or division.
  
  

For a full list of duties for this position, please click here.

Minimum Qualifications

Minimum qualifications are used as a guide for establishing the education, training, experience, special skills and/or license which are required and equivalent to the following.

Education

• Equivalent to completion of the twelfth grade supplemented with specialized business, secretarial, word processing or supervisory courses.
  
  

Experience:

• Three years of complex and technical staff support experience including at least one year in a lead worker capacity. Work experience must demonstrate a high level of automation ability and independent decision making.
  
  

Knowledge Of

• Functions and procedures of a modern office environment.
• Theory, capabilities, limitations, and operations of office automation and related equipment.
• Record keeping methods.
• Office techniques sufficient to train subordinates.
• Report and forms design and production.
• Math sufficient to apply algebraic formulas and interpret results.
• Principles of supervision, training, and evaluating.
• Correct English usage, spelling, and punctuation.
• Alphabetical and numerical filing system and procedures.
  
  

Skill/Ability To

• Work and communicate effectively with people of various education and socioeconomic backgrounds by respecting beliefs, interpersonal styles and behaviors of both clients and co-workers.
• Operate contemporary office equipment inclusive of computer, keyboard, and all applicable electronic equipment.
• Proofread subordinates’ work for errors in typing, grammar and spelling.
• Use a personal computer and word processing software to complete complex reports, correspondence, spreadsheets, charts or graphic presentation materials.
• Understand organization, procedures and operating functions of the County Department to which assigned and communicate this information to staff and the general public.
• Communicate verbally with people of various educational, socioeconomic and emotional backgrounds in a patient, tactful and courteous manner.
• Write clearly, accurately and concisely to convey ideas in reports, letters and memoranda.
• Motivate, deal fairly with, and establish rapport with other employees.
• Organize, set priorities, and coordinate workload of support staff.
• Collect information, establish facts, take appropriate action or make recommendations.
  
  

For full list of skills see link.

License Or Certificate

• Possession of, or ability to obtain, an appropriate, valid California driver's license.
  
  

Additional Information

Conditions of Employment

Candidates selected will be required to pass a pre-employment drug and alcohol screening. Additionally, a background investigation may also be conducted, which may include a re-investigation every 10 years for some positions. An Employment Eligibility Verification using E-Verify may be required on the first day of employment for some positions. Some job classes may also require a physical exam.

College Cost Reduction Access Act

This may be a qualifying position for student loan forgiveness through the College Cost Reduction and Access Act (CCRAA). Only student loan payments made after October 1, 2007 and in a qualified repayment plan are eligible. For more information you are encouraged to speak with your student loan servicer or visit: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

None Assigned.

01

This supplemental application form is an examination. All candidates are required to complete and return this supplemental application form with their application for this position. The supplemental application form will be used to select the most highly qualified candidates who will then advance to the next step in the selection process. The questions that follow will be used to evaluate the extent to which a candidate has demonstrated and applied the knowledge, skills and abilities critical to successful performance in this position. You must respond to all of these questions to be considered for this position. Describe your supervisory or lead worker experience in the following areas. Please include the number and level of employees, your level of responsibility and the type of work involved. a) Assigning, reviewing and evaluating the work of employees. b) Instructing or training others in clerical procedures. c) Establishing priorities and maintaining workflow.

02

Describe your clerical work experience using personal computers. Indicate the software programs you have used, the functions performed and your level of expertise.

03

Describe the most complex office procedure or policy you developed, revised, or recommended. Indicate the problem(s) this new procedure resolved.

04

Describe your experience in interpreting and applying policies, laws and regulations.

05

Describe your experience in managing difficult conversations. What tools and/or methods have you used to handle the situation?

• Required Question