Office Assistant / Office Technician

Salary : $43,825.60 - $51,646.40 Annually Location : Orange County Job Type: Full-Time Regular Job Number: 0522CL-(O) Department: Countywide Recruitments Opening Date: 10/10/2024 Closing Date: 11/8/2024 11:59 PM Pacific CAREER DESCRIPTION OFFICE ASSISTANT / OFFICE TECHNICIAN In addition to performance-based merit increases, this position is scheduled to receive a salary range increase on the following date: Effective June 27, 2025 - 4.00% increase Salary may be negotiable within the range listed above, based on position requirements and successful candidate's qualifications, subject to appropriate authorization. This recruitment will establish an open eligible list. The eligible list established through this recruitment will be used to fill current and future vacancies within the County of Orange. The immediate vacancies are currently with OC Public Works and Social Services Agency. DEADLINE TO APPLY : Qualified applicants are encouraged to apply immediately as the recruitment will close on: Friday, November 8th, 2024, at 11:59 P.M. (PST) The first round of consideration is Friday, October 18, 2024 The second round of consideration is Friday, October 25, 2024 The third round of consideration is Friday, November 1, 2024 THE COUNTY OF ORANGE Employees of the County of Orange provide public service to its 3 million residents. The 22 departments (and respective divisions) that make up County government strive to make Orange County a safe, healthy, and fulfilling place to live, work and play, by providing vital services to the community. The County of Orange's core businesses include public safety, public health, environmental protection, regional planning, public assistance, social services, and aviation. Click here to learn more about the County of Orange. THE OPPORTUNITY The Office Assistant/Office Technician classifications are entry-level office positions that may be utilized in various assignments depending on the Agency/Department. The incumbents will perform moderately difficult office tasks/duties which require proficiency in a variety of general office skills and the operation of standard office equipment, such as a computer, phone, fax, scanner, and copy machine. Depending on the assignment, the incumbents will need to effectively communicate with the public. Some positions may require working varying shifts (e.g., nights, weekends and/or holidays). In addition, some Social Services Agency positions will be assigned to work at Aliso Viejo, Anaheim, Cypress, Garden Grove, Laguna Hills, Orange, and Santa Ana. Social Services Agency (SSA), is committed to delivering quality services that are accessible and responsive to the community, encourage personal responsibility, strengthen individuals, preserve families and protect vulnerable adults and children. OC Public Works OC Public Works (OCPW) provides services on a regional basis to unincorporated areas, to cities, and to other County agencies and departments. The primary mission of the department is to protect and enrich the community through the sustainable delivery of projects and services. OC Public Works' guiding principles are safety, integrity, quality, teamwork, and adaptability. OCPW is a unique County department comprised of ten service areas: Administrative Services; OC Construction; OC Development Services; OC Environmental Resources; OC Fleet Services; OC Facilities Design & Construction; OC Facilities Maintenance & Central Utilities; OC Infrastructure Programs; OC Operations & Maintenance; and OC Survey. DESIRABLE QUALIFICATIONS The ideal candidate will possess the following experience: Customer Service Customer-facing, direct client contact experience Interacting in a professional and courteous manner Anticipating and meeting customer needs Establishing productive and professional relationships with internal and external customers Handle complaints and disputes with neutrality, composure, and tact Communication Skills Valuing and participating in a free flow of information with others for the sake of a common goal Knowledge of the principles of writing and grammar, including correct spelling and proper word usage, punctuation, and sentence structure Demonstrating the ability to convey information clearly and articulately Exercising discretion and maintaining confidential and/or sensitive information as dictated by the assignment Bilingual skills are highly desirable Technical Knowledge | Office Experience Back-office experience, such as administrative and support functions Using Windows, Microsoft Word, Excel, Outlook, Access, and PowerPoint Maintaining and managing pertinent information by creating various documents and spreadsheets Proficiency in current computer systems and programs as well as modern office practices and procedures and the operation of equipment Thorough knowledge of the principles of writing and grammar, including proper report and correspondence format, correct spelling and proper word usage, punctuation and sentence structure Interpersonal Skills Working well in a team environment Consistently demonstrating a positive attitude Show a strong work ethic Working independently MINIMUM QUALIFICATIONS Click here to learn more about the minimum qualifications for the Office Assistant position. Click here to learn more about the minimum qualifications for the Office Technician position. NOTE: Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.). SPECIAL QUALIFICATIONS FOR SSA ONLY Candidates will be required to undergo a background clearance check from California Department of Social Services (CDSS) and Community Care Licensing (CCL) and must successfully clear prior to the start of their employment. All employment offers are contingent upon successful completion of a background check. Areas considered in the background check include conviction history, employment history, professional references, and education verification (i.e. degree, license, or official transcripts) if applicable. Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.) In addition, a Child Abuse Central Index (CACI) background clearance check may be required. CACI is a repository of child abuse investigation reports managed by the Department of Justice (DOJ) that contains information related to substantiated cases of physical abuse, sexual abuse, mental/emotional abuse, and/or severe neglect of a child. PHYSICAL, MENTAL, AND ENVIRONMENTAL REQUIREMENTS Physical Conditions Vision sufficient to read standard text, fine print, and various handwritings and to view a computer monitor; speak and hear well enough to communicate clearly and understandably in person and over the phone; independent body mobility sufficient to stand, sit, walk, stoop and bend routinely to perform daily tasks; ability to sit for prolonged period of time; manual dexterity to use hands, arms, and shoulders repetitively to operate a keyboard and mouse as well as other office equipment such as a stapler, telephone, and photocopy machine. Mental Conditions Possess the ability to independently reason logically to reach conclusions and decisions; possess the ability to remain calm and appropriately focused in different interpersonal situations. Environmental Conditions Ability to work in a fast paced office environment and stay focused despite workplace distractions; able to work with changing priorities, deadlines, and multiple assignments concurrently. RECRUITMENT PROCESS Human Resource Services (HRS) will invite candidates who have indicated meeting the minimum qualifications to participate in an online assessment. After passing the assessment, HRS will screen all application materials for minimum and desirable qualifications. Those who meet minimum and desirable qualifications will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the recruitment. Supplemental Response Auto Screening Only applicants who have indicated meeting the minimum qualifications based on their responses to the supplemental questions will be invited to participate in one or more job-related assessments. Online Assessment(s) (100% Weighted) Applicants will be notified of their test date and access code, if applicable. After the assessments are completed and scored, only those applicants who are most competitive will be referred to the next step in the recruitment process. Application Screening by Human Resource Services (HRS) After the assessments are completed, applications will be reviewed to confirm if information provided demonstrates the minimum qualifications. Only the candidates who meet the minimum qualifications will be referred to the next step regardless of their score on the assessments. Based on the Department's needs, the selection procedure listed above may be modified. All candidates will be notified of any changes in the selection procedure. Eligible List Once the application screening has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies. Please note: The information you provide on your application and/or response to the supplemental questions may be used as a scoring device, so please be thorough and complete in your response. "See Resume" is not a qualifying response and will not be scored in lieu of the required information. Veterans Employment Preference Policy (VEPP) The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click to review the policy. ADDITIONAL INFORMATION Please see below for important information regarding COVID-19 related recommendations. Effective April 3, 2023, it is strongly recommended that County employees working in health care settings and correctional facilities follow vaccination and booster guidelines provided by the California Department of Public Health (CDPH) and the Centers for Disease Control and Prevention (CDC). Please click here to see the latest guidance for more details. Email Notification Email is the primary form of notification 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 with multiple users may jeopardize your status in the recruitment process for any positions for which you apply. Candidates will be notified regarding their status as the recruitment proceeds via email through the site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "" and "." If your email address should change, please update your profile at Frequently Asked Questions Click here for additional Frequently Asked Questions. For specific information pertaining to this recruitment, contact Brian Quinlan at (714) or EEO INFORMATION Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply. Non-Management Benefits In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays--we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits. Click for information about benefits offered to County of Orange employees. 01 INSTRUCTIONS: The information you provide on this questionnaire will be evaluated and used to determine your level of expertise during the recruitment process. Be as specific as possible and include all information requested. If you do not have experience in an area, please answer "N/A". Statements such as "see application" or "see resume" will not be accepted in lieu of a response. All employers referenced on this questionnaire must be listed on your application. Do you understand these instructions? Yes 02 Are you a current County of Orange employee? Yes No 03 Which statement best describes your general office qualifications? If you select the option to substitute education for experience, you may be required to provide a copy of your transcripts. Note: You must attach an official or unofficial transcript to your application in order to validate the educational substitution. **TRANSCRIPT MUST BE ATTACHED IN ORDER TO RECEIVE CREDIT. Failure to do so will cause your application to be incomplete. Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.)** Option 1: I have six (6) months as an Office Trainee with the County of Orange Option 2: I have one year of office experience Option 3: I have less than one year of general office work experience PLUS one of the following: (A) 18 semester or 27 quarter units in a closely related field; OR (B) 360 hours of office/business training from a recognized occupational training program in a closely related field Option 4: I have less than one year of general office work experience, and will not be substituting education for experience Option 5: No experience 04 If you selected "Option 3" to question #3 (above), please list the educational courses and/or training certifications you completed to meet the minimum qualifications. For Option A, include the names of the courses you have completed in secretarial sciences, office practices, business education, or a closely related field, and the number of semester or quarter units for each course.For Option B, include the name of the training, the name of the organization that provided this training, and hours completed. If none of these apply to you, please write "N/A". 05 Please describe your general office experience in the option you selected in question #3. You must include your years of experience in this area and from which employers you gained the experience. If you do not have experience in this area, please write "N/A" in the textbox.Note: Please provide a detailed answer even if information can be found on resume. 06 Please indicate which, if any, agency(ies) you currently work for, or that you have worked for in the past. Assessors Auditor Controller Board of Board of Supervisors Child Support Services Clerk of the Board County Counsel County Executive Office District Attorney Health Care Agency Human Resource Services John Wayne Airport OC Community Resources OC Public Works OC Waste & Recycling Probation Public Defender Registrar of Voters Sheriff's Department Social Services Agency Treasurer-Tax Collector 07 Bilingual skills may be highly desirable. What language other than English do you speak fluently? Please select ALL the language(s) you speak fluently: Arabic Chinese Korean Persian (Farsi) Spanish Vietnamese Other I do not speak another language 08 Do you have professional experience working with any of the following? Please select ALL that apply. Back Office Electronic Health Record (HER) Front Office / Reception Health Insurance Portability and Accountability Act (HIPAA) Medical Billing Medical / Dental Front Office Medi-Cal Eligibility None of the above 09 Please select your level of expertise for Microsoft Excel or other spreadsheet programs. No experience, but I have successfully completed classes Beginner (open, edit, save & print a spreadsheet) Intermediate (all the above plus create a new spreadsheet, use formulas, format cells, and footers) Expert (all the above plus create & use a database, make charts) None of the above 10 Please select your level of expertise for Microsoft Word or other word processing programs. No experience, but I have successfully completed classes Beginner (create, save & print a document, delete & insert text, use spell check) Intermediate (all the above plus formatting text, sentences & paragraphs, headers & footers) Expert (all the above plus mail merge, creating templates & forms, inserting graphics & Word Art, tables & columns) None of the above 11 Please select your level of expertise for Microsoft Outlook or other e-mail/calendar programs. No experience, but I have successfully completed classes Beginner (create, open, send & print emails) Intermediate (all the above plus make, edit & print appointments; create, edit & print contacts; create, edit & print contacts; create and edit tasks) Expert (all the above plus assign tasks to others, plan a meeting, send emails on behalf of a supervisor) None of the above 12 Various assignments provide services 24 hours a day, seven days a week, every day of the year. Are you able to work night and/or evening shifts? I can work both evening and/or overnight shifts I can work evening shifts but am unable to work an overnight shift I can work an overnight shift but am unable to work an evening shift I am only available for day shift assignments 13 Are you willing to work weekends? Yes No 14 What is your desired work location? Any South County West County North County East County Central/Civic Center Required Question

Created: 2024-10-29