Job description
The Position
The current vacancies are in Willits, CA. The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in a variety of departments, service areas, and locations throughout the County, should they occur.
Pursuant to current bargaining unit agreements, employees regularly assigned to the coastal region or in Covelo are eligible to receive a 5% assignment premium
.
Under general direction supervises and performs a variety of moderately difficult administrative and clerical functions in support of office/department staff which includes: coordinating the work processes for the unit or division; training employees; appraising employee performance; developing various reports by researching and gathering information, statistics, etc.; attending meetings and taking minutes; setting up files and maintaining same; composing and sending letters to customers/clients; transcribing evaluations, staff notes, or other correspondence; and providing administrative and clerical support to professional level staff members.
Under general direction supervises and performs a variety of moderately difficult administrative and clerical functions in support of office/department staff which includes: coordinating the work processes for the unit or division; training employees; appraising employee performance; developing various reports by researching and gathering information, statistics, etc.; attending meetings and taking minutes; setting up files and maintaining same; composing and sending letters to customers/clients; transcribing evaluations, staff notes, or other correspondence; and providing administrative and clerical support to professional level staff members.
Bilingual English/Spanish encouraged to apply. Se buscan personas bilingües en inglés y español. Para recibir una solicitud en español, llame a Recursos Humanos al 234-6600.
Job Requirements and Minimum Qualifications
Duties may include but are not limited to the following:
- Carries out supervisory responsibility in accordance with policies, procedures and applicable laws including: interviewing, hiring and training, planning, assigning and directing work; appraising performance; making recommendations for and/or rewarding and disciplining employees; addressing complaints and resolving problems.
- Plans, organizes, assigns, reviews, and controls work production and activities, to include procedures, allocation of resources, problem resolution, and training of employees.
- Communicates, monitors and assists in the development of policies and procedures and standards for assigned area.
- Performs clerical and fiscal operations unique to department. Formats and types letters, memos, charts, labels, reports, contracts, forms, legal documents, or other correspondence containing complex terminology on a word processor or typewriter and proofs correspondence and related documents of staff; prepares complex, routine and non-routine reports as requested utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; prepares work reports; relays and interprets administrative decisions, policies and instructions. Prepares various documents, reports, etc., for mass mailings.
- Answers telephones utilizing a multi-line system, takes messages, screens calls, provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person; interviews, screens, greets visitors and directs them to the appropriate area or individual; may answer various inquiries personally; provides information on departmental services and functions. Disseminates a variety of information and/or reports to various agencies, divisions, or departments via telephone, mail, email or fax.
- Composes confidential correspondence and maintains files associated with the same in accordance with standard policies; answers various inquiries; explains policies and procedures and arranges appointments; processes routine and non-routine matters independently.
- Interacts with a variety of high-level individuals, both internally and within the community to provide information, disseminate departmental information and assists in resolving administrative issues.
- Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas; attends a variety of meetings and conferences, obtains information and disseminates to staff; takes, transcribes and/or distributes statements, minutes and notes from a variety of sources; maintains various inventories.
- Prepares and processes claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents. Receives money; issues receipts and prepares bank deposits; makes daily or weekly bank deposits. Prepares payroll time sheets and receives checks. Receives, reviews and processes requisitions, assuring accuracy and adherence to policy; tracks the issuance of various items including keys to County vehicles, office keys, cell phones. Prepares and mails invoices for permit fees; tracks and refers delinquent accounts to credit bureau for collection; issues permits to customers by assessing and researching needs and reviewing applications for accuracy.
- May assist in the formulation of the budget including: advises on choices, types, calculates, and coordinates completion; maintains budget records throughout year, balances and reconciles budget, and prepares quarterly financial reports; attends budget meetings/hearings.
- Relieves officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards; monitoring and communicating departmental policies and procedures, and updating publications for final approval. Reports administrative and/or operational problems to supervisor.
- Performs specialized research and statistical work on assigned subjects for staff and management.
- May deal with sensitive and confidential personnel matters at the direction of senior level staff and/or the department director.
- May serve as backup for other positions within the department.
- Performs other related duties as assigned.
MINIMUM QUALIFICATIONS REQUIRED
Education and Experience:
High school diploma or G.E.D. equivalent; AND, four years of progressively responsible experience performing office duties that included typing, filing, developing reports, transcribing information and answering telephones; or an equivalent combination of training and education. One year of formal or informal lead work or supplemental course work in office management, supervision or related field is desirable.
Knowledge, Skills, and Abilities
Knowledge of:
- Principles and practices of effective supervision and training.
- Administrative principles and practices including goal setting and implementation.
- Administration of staff and activities.
- Correct English usage, including spelling, grammar, punctuation, and vocabulary.
- Laws, policies, and procedures applicable to assigned work.
- External governmental bodies and agencies related to area of assignment.
- Standard business arithmetic, including percentages and decimals.
- Record keeping, report preparation, filing methods and records management techniques.
- General office procedures, policies and practices, as well as knowledge of computer application, hardware, and other general office equipment related to the performance of the essential functions of the job.
Skill in:
- Planning, organizing, assigning, directing, reviewing and evaluating the work of staff.
- Selecting and motivating staff and providing for their training and professional development.
- Typing from rough draft or printed text using a word processor or typewriter at a speed sufficient to perform the duties of the job.
- Analyzing and resolving office administrative situations and problems.
- Transcribing information from dictating equipment.
- Using tact, discretion, initiative and independent judgment within established guidelines.
- Communicating clearly and effectively, both orally and in writing, with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner.
- Operating and performing routine maintenance of general office machines.
Mental and Physical Ability to:
- Read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, etc.
- Understand and carry out written and oral instructions, giving close attention to detail and accuracy.
- Rapidly and accurately take and transcribe oral or tape dictation using speedwriting, shorthand, or dictating equipment (at the discretion of the supervisor).
- Establish and maintain effective working relationships with others.
- Draft and type correspondence.
- Add, subtract, multiply and divide whole numbers, common fractions and decimals.
- Deal with problems involving several concrete variables in standardized situations.
- Use independent judgment within established guidelines.
- While performing the essential functions of this job, the incumbent is regularly required to sit, use hands to finger, handle, or feel objects, to reach with hands and arms, and speak and hear.
- Lift and carry, push and/or pull, or move objects weighing up to 25 pounds.
Selection Procedure & Other Important Information
Important Application Information:
- It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply.
- You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference “see résumé” will be rejected as incomplete.
- Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date.
- Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application.
- You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character.
- Application materials are the property of Mendocino County and will not be returned.
- It is your responsibility to keep your NEOGOV profile updated, including any changes to your telephone number or address. Failure to do so may result in missed notification of exams or interviews.
- The exam process listed on this flyer is tentative. Mendocino County reserves the right to make necessary modifications to the examination plan. Such revisions will be in accordance with approved personnel standards. Should a change be made, applicants will be notified.
- The provisions of this job bulletin do not constitute an expressed or implied contract.
Examination Process: All complete applications will be reviewed; incomplete applications will not be considered. Based on the number of qualified candidates, applicants meeting the job requirements and qualifications will be invited to participate in an oral examination (weight 100) or an unassembled exam, consisting of an evaluation of education and experience as stated on the application form. The examination process will test the knowledge and abilities described above. A minimum score of 70 must be attained for placement on the employment list.
Special Testing: If you require special testing arrangements to accommodate a disability or religious conviction you must contact Human Resources at 707.234.6600 prior to the test date to make your requirements known. You must provide enough advance notice to allow Human Resources to properly review and evaluate your request.
Special Requirements: Employment in some County departments or positions may require the successful completion of a pre-employment criminal background, which may include fingerprinting, and/or a medical examination, which may include drug screening.
Employment in some County departments or positions may require proof of Covid-19 vaccination/booster per the applicable California Public Health Officer's Order .
The option for telework may be available. Eligibility for telework is based on the position, employee, and telework environment; not every position, or every employee will be compatible to telework. Please see Policy #57 Telework Policy and Program Guidelines for details.
This announcement is a synopsis of duties and requirements of this job. To review the complete classification specification and benefits, please see the HR website. Applications must be submitted to the Human Resources Department by the final filing date.
The County of Mendocino is an Equal Opportunity Employer
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