OFFICE ASSISTANT III

Position Description

Final Filing Deadline: Sunday, December 22, 2024

Exam #24/80E22/11IE

The Sheriff 's Office is comprised of the Administration, Corrections and Enforcement Operation Bureaus. The Sheriff’s Office delivers public safety to the residents of Monterey County by providing 24-hour uniformed patrol, investigations, custody services, court security, and law enforcement support.

The Monterey County Sheriff’s Office is accepting applications for Office Assistant III to perform a variety of complex clerical work of a responsible nature with assignments in one or all of the following: developing and recommending the reorganization or improvement of clerical procedures and systems; and understanding complex activities in a recognized professional or highly technical field.

There are currently three (3) openings in the Corrections Operation Bureau:

Mailroom unit is responsible for managing the distribution of library material to incarcerated persons while maintaining proper inventory and conforming to Federal/State law and Sheriff’s Office policies/procedures.

The Compliance Division is responsible for the implementation and adherence to regulations which emphasizes the importance of fair and humane treatment of all incarcerated persons.

The Resource/Re-Entry programis dedicated to partnering with local community agencies to support incarcerated and formerly incarcerated individuals, promoting their recovery, and fostering self-sufficiency for sustainable lives beyond incarceration.

Ideal candidates will have the ability to work diligently to help maintain smooth office operations, be reliable and hardworking, have great communication skills, and be familiar with office equipment and procedures.

This classification is part of a flexible series. Incumbents appointed at the lower level of the career series may be promoted up to the higher level of the career series subject to their meeting the employment standards for the higher class and a recommendation for their promotion by the appointing authority in accordance with the Flexible Staffing Program and Guidelines.

The Eligible List established by this recruitment process may be used to fill current and future vacancies on a regular full-time, part-time, or temporary basis countywide.

Examples of Duties

• Performs complex clerical work involving the analysis of a variety of source materials and a thorough familiarity with policies, procedures, terminology, and rules.
• Greets the public, customers and other County employees in person or over the phone and obtains or gives information; explains policies and procedures to inform customers of correct processes; transfer calls and takes messages; assists customers in completing forms and documents; schedules customers for appointments; dispenses and receives documents such as applications, time sheets, and invoices, and verifies them to ensure accuracy and completeness.
• Responds to computer messages sent via electronic mail system and routes messages to the appropriate person; folds and stuff documents to process outgoing mail; receives and sends documents via fax machine; and sends mail using inter-office or U.S. mail system.
• Keeps financial and statistical records, and prepares reports, master lists, and control files; may determine proper format for finished reports.
• Composes and types a variety of standard correspondence or form letters, statistical or financial statements requiring research of department files, records and commonly used regulations.
• Operates a variety of standard office equipment, such as computers, printers, copiers, calculators, and fax machines.
• Designs or modifies filing systems to improve efficiency and effectiveness; sorts, codes, files and indexes correspondence, forms, records, documents, and other material alphabetically, numerically and chronologically, or by other predetermined classifications which requires knowledge of the subject matter; locates and retrieves files from manual or computerized systems to provide requested information; sets up and maintains specialized or complex filing systems; creates new files and purges old files; may design or revise forms.
• Requisitions, accounts for stores and distributes a variety of supplies and equipment; maintains property inventory.
• Performs other related duties as assigned.
  
  

To view the complete classification description, please visit the County of Monterey website: Office Assistant III

T he Successful Candidate

Will have a proven track record demonstrating the following knowledge, skills and abilities:

Working Knowledge Of:

• Modem office practices and procedures, including filing systems and the operation of standard of office equipment.
• English grammar, sentence structure, punctuation, and spelling.
• Arithmetic principles, including addition, subtraction, multiplication, and division.
• Business telephone etiquette and procedures, including operation of multi-line equipment and message taking.
  
  

Some Knowledge Of:

• Policies and activities of the office to which assigned.
  
  

Skill And Ability To:

• Work with a minimum of direct supervision.
• Prepare reports and keep detailed records.
• Train, assign, and review the work of others.
• Maintain confidentiality.
• Make accurate arithmetical computations.
• Establish and maintain effective working relationships with those contacted through the course of work.
• Verbally communicate information clearly and concisely to others.
• Operate office equipment such as a personal computer, copier, typewriter, printer and fax machine.
• Organize and prioritize work.
• Understand and follow oral and written instructions.
  
  

Examples Of Experience/Education/Training

Any combination of training, education and/or experience which provides the knowledge, skills and abilities and required conditions of employment is qualifying. An example of a way these requirements might be acquired is:

EITHER OPTION I

Experience:

One year of clerical experience in a class comparable to Office Assistant II with Monterey County performing a variety of clerical duties.

OR OPTION II

Experience:

Three years of progressively responsible clerical experience performing a variety of clerical functions.

Additional Information

CONDITIONS OF EMPLOYMENT

The required conditions of employment include, but are not limited to the following:

• Successfully pass a background/suitability process, which includes a voice stress analysis (similar to polygraph examination) .
• Possess and maintain a valid California Class C driver’s license or the ability to provide suitable transportation.
• Be available to work a flexible schedule, including evenings, weekends, holidays, and during times of disaster and/or emergency.
• Some positions in this class may require typing ability including a minimum typing speed.
  
  

Benefits:

Monterey County offers an excellent benefits package. Please visit our website to view the

J-Unit Benefit Summary Sheet . This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution, or Memorandum of Understanding (MOU) prevail over this listing.

Notes:

As a condition of employment, prospective employees will be required to submit to a background review which may include a review of information concerning present and/or prior employment, driving record, and record of any criminal convictions. Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the U.S.; a list of acceptable documents is available on the USCIS Form I-9. If you are hired into this classification in a temporary position, your rate of pay will be hourly, and you will not be eligible for the benefits listed in the summary.

Application and Selection Procedures

Apply On-Line at https://www.governmentjobs.com/careers/countyofmonterey

by Sunday, December 22, 2024, 11:59 PM (PST)

Or

Hard copy applications may be obtained from and submitted during normal business hours,

Monday - Friday, 8:00 AM - 5:00 PM by contacting:

Monterey County Sheriff’s Office

Attn: Human Resources

1414 Natividad Road

Salinas, CA 93906

Email: [email protected]

Phone: (831) 755-5129 Fax: (831) 775-8033

The Selection Process Is Tentative, And Applicants Will Be Notified If Changes Are Made. To Assess Applicants' Possession Of Required Qualifications, The Examination Process May Include An Oral Examination, Pre-examination Exercises, Performance Examination, And/or Written Examination. The Competitive Examination Process Includes Submittal Of Required Application Materials. A Complete Application Package Will Include:

• A completed County of Monterey Employment Application
• Responses to the Supplemental Questions
  
  

Applicants who fail to provide all required materials by the final filing deadline will not be considered. Resumes, cover letters, letters of interest, and other correspondence will not be accepted as a substitute for required application materials. All required application materials will be competitively evaluated. Those applicants that are determined to be the most appropriately qualified will be invited to participate further in the selection process.

EQUAL OPPORTUNITY AND REASONABLE ACCOMMODATION

County of Monterey is a drug-free workplace and an equal opportunity employer. The County seeks candidates who can make contributions in an environment of cultural and ethnic diversity. County of Monterey is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact Irene Espinoza, Human Resources Analyst, at (831) 755-5129, or [email protected] .

http://www.co.monterey.ca.us/government/departments-a-h/human-resources/human-resources/benefits/benefit-summary-sheet

Closing Date/Time: 12/22/2024 11:59 PM Pacific