Senior Office Assistant
County of Sonoma - Santa Rosa, CA

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APPLICATIONS WILL BE ACCEPTED FROM 9:00 AM ON THURSDAY, JANUARY 24, 2013 THROUGH 11:59PM ON SATURDAY, JANUARY 26, 2013. The County of Sonoma is seeking highly skilled Senior Office Assistants to fill multiple current and upcoming vacancies. The employment list resulting from this recruitment will be used to fill full-time, part-time, or extra-help vacancies for the position of Senior Office Assistant as they occur during the active status of the list. County employees who wish to be considered for future vacancies should consider applying to this recruitment.

Under direction, Senior Office Assistants perform highly responsible and specialized clerical technical office support activities; may serve as lead worker; may assign work to a small clerical staff; explain rules, policies and operations related to department records, programs, and services; and performs related duties as required.

All Senior Office Assistant positions require considerable computer skills and proficiency in multiple software applications and often perform phone and reception tasks. The ideal Senior Office Assistant candidates will have excellent customer service skills and experience multi-tasking and working in a busy office environment.


General Services is seeking two (2) full-time Senior Office Assistants for vacancies in Fleet Operations and the Purchasing Division. The vacancy in Fleet Operations will perform a full range of clerical and reception functions including: answering telephones; handling vehicle emergency calls; greeting and assisting customers; scheduling vehicle shop appointments; opening work orders; taking requests for and dispatching appropriate pool vehicles; compiling, summarizing, and providing information on records maintained; tabulating data and preparing periodic financial and statistical reports; receiving and verifying invoices, purchase orders, and claims.

The vacancy in the Purchasing Division will provide clerical and administrative support to the purchasing team; assist vendors and department personnel with purchasing questions and with on-line purchasing systems; maintain files, records, and logs; distribute mail; and perform other office and reception duties.

Permit and Resource Management Department

The Permit and Resource Management Department is seeking one (1) full-time Senior Office Assistant. Job duties include: processing code compliance investigations by assisting the public in person and on the phone; assembling information from department files, producing letters and reports; data entry; meeting deadlines for filed violations; file maintenance; copying; responding to general and technical inquires; scheduling appointments; and attending staff meetings to prepare notes.

County Administrator/Board of Supervisors

The County Administrator/Board of Supervisor's Office is seeking one (1) full-time Senior Office Assistant. Job duties include: answering front-line phone calls; greeting and assisting the public; intake and processing of claims; Assessment Appeals application processing and data entry; processing confirmation cards; assisting with meeting preparation and post meeting work; copying, distributing mail, preparing letters, and maintaining office supplies; and performing other clerical and reception duties.



Minimum Qualifications:
Education & Experience: Any combination of training and experience which would likely provide the required knowledge and abilities. Normally, two years as an Office Assistant II with the County or two years of comparable work experience in an office environment will provide this opportunity.
Special Skill Assignment: Some positions may require the ability to type at a corrected speed of 45 words per minute. All positions require considerable ability to operate a personal computer and multiple software. Some positions may require the ability to communicate in a language other than English.
License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

Knowledge, Skills, and Abilities:
Considerable knowledge of: clerical and department practices, procedures, programs, services, policies, and regulations; the purpose and processing of a diversity of forms and documents; English grammar, vocabulary, spelling, punctuation and composition.
Working knowledge of: methods and techniques used in researching, proofing, evaluation, gathering, organizing and arranging data; techniques and practices for leading workers; basic mathematics; business letter writing; the use of electronic information equipment and specific systems as used within the department.
Ability to: read English at a level necessary to understand procedures, manuals, policies and guidelines; write English at a level necessary to prepare correspondence and record incoming information; speak English at a level necessary to communicate information clearly; answer a variety of questions related to department programs, services and operations; exercise sound judgment when initiating processes, actions, and alternatives within established procedures and regulations; understand and carry out written and oral instructions; prepare and maintain accurate reports and records; establish and maintain harmonious work relationships with employees and the public; communicate effectively verbally and in writing with individuals from diverse socio-economic and cultural backgrounds; enter data accurately into automated systems; maintain confidentiality of restricted information; use discretion in organizing work and carrying out assignments with minimum supervision; use electronic information equipment and specific systems as used within the department; understand and apply specific rules, codes, regulations, procedures, policies, and precedents; select, interpret and explain regulations and procedures to others; locate, identify, and correct technical inaccuracies; provide direction to others; work independently in performing assignments and in resolving problems and deviations; establish, organize and arrange and revise the maintenance of department files; research, proof, evaluate, gather, organize and arrange a diversity of information; produce on a computer keyboard or a typewriter a variety of material to include graphs, charts, statistical statements, specifications, purchase orders, reports and standardized forms; independently research and prepare correspondence in answer to inquiries about department records, programs, services and regulations; maintain and process a variety of records and transactions; make accurate and rapid mathematical calculations; operate office equipment to include personal computers, alpha readers, typewriters, calculators, printers, copiers, adding machines, microfilm equipment, and data processing terminals.

Selection Procedure:
The information contained in the application and responses to the supplemental questions will be evaluated and taken into consideration throughout the employment process. Applicants should list all employers and positions held within the last ten years in the work history section of your application and be as thorough as possible when responding to the supplemental questions. You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, please list each position separately. Failure to comply with these instructions may impact your competitiveness in this process or may result in disqualification.
For more detailed information about examination steps and the hiring process, you are encouraged to go to and review the Hiring Process Overview.
1. An Application & Supplemental Questionnaire Appraisal Examination (pass/not pass) will be conducted to evaluate each applicant's combination of educational coursework, training, experience, knowledge and abilities, which relate to this position to ensure satisfaction of the minimum qualifications for this position.

2. A multiple-choice, Written Examination (weight 100%), will be conducted to further evaluate each candidate's qualifications as they relate to the position. The written examination will measure the core knowledge, skills and abilities for this position such as:
Applying Information & Reading Comprehension
Written Communication
Basic Arithmetic
Interpersonal Skills Applicants must attain a minimum passing score of at least 70% on the written examination to be placed on the employment list. The minimum passing score may be an adjusted score based on such factors as difficulty of the examination for this group of candidates, natural breaks in the scores achieved by this group of candidates, number of candidates, anticipated vacancies, and past practice.

A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.
Additionally, a pre-employment medical examination, including a drug screening, will be required prior to employment.
Applications are accepted on-line at . Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.
The County of Sonoma is committed to a policy and actively pursues a program of equal employment and non-discrimination. More information can be found at:
HR Analyst: JC
HR Technician: CG

County of Sonoma - 23 months ago - save job
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