Job Details

Office Assistant III - 525

Under limited supervision, the Office Assistant III - 525 performs highly responsible, specialized, and technical office support activities; explains rules, policies, and operations related to department records, programs, and services; may serve as a lead-worker and provide training and work assignments to a group of office support staff; may conduct initial application screening interview and initiate cases through automated systems; and performs related work as required.

The Office Assistant III - 525 is the advanced journey level in the Office Assistant series. Incumbents either act as lead-worker to a group of office support staff, perform applicant screening in addition to other primary responsibilities, or exercise a detailed subject matter knowledge of a specific and complex program area or specialized record keeping system. This assignment is specific to employees of a covered health care facility who provide patient care, health care services, or services supporting the provision of health care for fifty percent (50%) or more of their work week as outlined in Senate Bill (SB) 525.

The ideal candidate will be organized, self-motivated and able to work independently or as part of a team. The ideal candidate will have a clear understanding of the need of maintaining confidentiality; a strong emphasis on continuous quality improvement; strong work ethic and ability to prioritize assigned work tasks and follow through in a timely manner; excellent customer service skills and initiative; solution-based problem-solving skills; ability to maintain a high standard of professionalism; and proficiency in MS Office such as Word, Excel, PowerPoint, Outlook etc. The ideal candidate will have excellent listening and strong written and verbal communication skills. Previous experience with electronic health records is strongly preferred.

Examples Of Essential Duties

Duties may include, but are not limited to, the following:

• As lead-worker, instructs employees in the interpretation and application of laws, regulations, policies, and procedures related to the department's programs and automated systems; prioritizes and manages workload distribution; acts as technical resource on more difficult problems or specialized issues; monitors quality and timeliness of unit work; identifies and provides individual instruction to co-workers for work deficiencies; provides feedback to supervisor as requested; assists the public in person or by phone; answers inquiries related to department services, programs, and operations; obtains information, resolves discrepancies or errors, disperses relevant information, or refers client to the appropriate personnel or location; explains the proper use of forms and documents; produces notices, reports, letters, legal documents, fiscal, or statistical information; processes, maintains, and prepares forms, records, reports, and control logs; maintains department files; researches and assembles information; verifies that information or data is complete, accurate, and consistent; identifies and corrects deletions or errors; updates and deletes information; operates automated systems, which involves interpretation of requirements and assisting in the layout and formatting of fields, screens, and report formats utilized in database, spreadsheet, or word processing software; produces statistical, data processing, and production-related reports; may perform the initial applicant screening function and initiate case through an automated system; performs related duties as assigned.

Qualifications

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Minimum qualifications:

• Two (2) years of full-time experience as an Office Assistant II or Office Assistant II 525 with Shasta County; OR
• Two (2) years of full-time experience performing general office support duties in an office environment, including one (1) year at the journey level.

Special requirements:

• Some positions in this classification may require possession of a valid California driver's license. Employees who drive on County business to carry out job-related duties must possess a valid California driver's license for the class of vehicle driven and meet automobile insurability requirements of the County. Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on a case-by-case basis by the appointing authority.
• Some positions may require the ability to type at a net corrected speed of 45 words per minute.
• Some positions may require possession of special language and culture skills as a bona fide qualification standard. In these cases, candidates must demonstrate that they possess the required skills.

Responses to the following must be submitted with a completed application.

1. Do you possess one (1) or more years of experience performing clerical work in a medical setting, affording an opportunity to gain familiarity with medical terminology, forms and procedures applicable to the support level? Yes / No If "Yes," please provide details including, but not limited to, employers, dates of employment, and job duties. If "No," type N/A.
2. Do you possess two (2) years of full-time experience as an Office Assistant II or Office Assistant II - 525 with Shasta County? Yes / No
3. Do you possess two (2) years of full-time experience performing general office support duties in an office environment, including one (1) year at the journey level? Yes / No If "Yes," please provide details including, but not limited to, employers, dates of employment, and job duties. If "No," type N/A.
4. How much full-time (40 hours per week) customer service experience do you possess? No experience Less than 1 year 1 - 2 years 2 - 3 years 3 or more years
5. Please identify any computer programs with which you are familiar (i.e. word processing, spreadsheets, databases, applicant tracking systems, payroll, etc.) and describe your level of proficiency with program listed (e.g. fair, proficient, or expert). Please be specific. If none, type N/A.
6. I acknowledge this position may require the ability to type at a net corrected speed of 45 words per minute. Yes / No
7. I acknowledge this position may require a valid California driver's license. Yes / No