Supervising Office Assistant

Salary: $34,117.00 – $41,578.00 Annually

Location: Visalia, CA

Job Type: Full-Time

Department: Health and Human Services Agency

Job Number: 21-082300

One current vacancy with the Health and Human Services Agency in Visalia. This recruitment will establish an employment list to fill current and future vacancies. The anticipated life of the list is six months.

Typical Duties

Plan, organize, assign, coordinate and supervise the work of 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; prepare operating manuals, narrative reports, charts and a wide variety of other support data and correspondence; provide information to the public or others where special knowledge and interpretation are required; may complete a variety of administrative projects requiring considerable independent judgment, initiative and confidentiality; hire, supervise, train, evaluate, and discipline assigned staff; research, gather and analyze data and compile financial, statistical, activity, or governmental reports, and where appropriate make recommendations; assist in the implementation of Department activities and policies; and participate in developing organizational concepts, cost estimates, budget requests, or annual budget preparation.

Employment Standards

Education: A typical way to obtain the required knowledge, skills and abilities would be 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; and alphabetical and numerical filing system and procedures.

Skill/Ability to: Proofread employees’ work; use a personal computer and appropriate software to complete reports, correspondence, spreadsheets, charts and/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 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, establish rapport and deal fairly with other employees; organize, set priorities, and coordinate workload of support staff; collect information, establish facts, take appropriate action or make recommendations; set goals and objectives; give and follow verbal and written instructions; recognize and maintain confidential information; read and interpret complex documents; retain and recall information; apply problem solving techniques; maintain payroll records and budget expenditures.

Additional Information

Conditions of Employment

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.

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