Office Support Series (Open & Promotiona...
County of San Mateo - San Mateo County, CA

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Are you a motivated self-starter committed to providing first-rate customer service? Do you enjoy being in a support role, working with dedicated professionals helping others and the community? If so, we want you!

The County of San Mateo is currently recruiting for its Office Support Series. These positions are critical to the success of our County departments, often serving as the public’s first contact. Throughout the County, Office Support staff is depended upon to provide professional, accurate and responsive customer service and administrative support. The Office Support Series is comprised of three positions (levels) which are described below. To streamline the recruitment process, promote a positive candidate experience, and have lists continually available to hiring managers, we are recruiting for these positions through one recruitment/announcement and test all applicants through a same-day, progressive testing process. Applicants only need to apply once for all three positions. Placement on the eligible lists for the following positions will be based on the applicant’s performance in the written exam. Please refer to the Application/Examination section for important information about the examination process.

Examples Of Duties:
OFFICE SUPPORT SERIES LEVELS The Office Support Series levels include: Office Assistant I/II ($2680 - $3851/month) positions exist in most County departments and provide a variety of routine and basic office support tasks. Typical duties include receiving, screening and referring visitors and calls; typing and proofing reports; data entry and look-up; researching information and collecting data as directed; coordinating and taking minutes at meetings; making travel arrangements for staff; ordering supplies; sorting mail; and performing other duties as assigned. A typical way to qualify for this level is through one year of clerical or office support experience in a business office. Public Services Specialists ($3243 – $4044/month) are employed Countywide performing receptionist functions and serve as the first contact for callers and visitors. Duties include greeting and directing visitors; screening and referring calls using a multi-line telephone system; giving directions and answering questions regarding County services sometimes under difficult, strained and stressful circumstances; receiving, sorting and forwarding department mail; maintaining office logs and staff calendars; and occasionally perform a variety of routine or specialized office support tasks as assigned. Designated bilingual Public Services Specialist positions also provide oral and verbal translations and receive additional pay in the amount of $45 or $60 bi-weekly. One year of reception or telephone operations experience OR two years of general clerical or office support experience is a typical way to qualify for this level. Office Specialists ($3403 – $4254/month) provide complex, technical or specialized office support work and are assigned the more difficult office support tasks. Job duties require incumbents in the position to exercise independent judgment and apply technical skills/knowledge specific to the department or project to which assigned. Office Specialists research and assemble data and information necessary to complete forms or reports; interpret policies, rules and regulations when responding to inquiries from the public or other County staff; maintain departmental files; train and/or direct the work of staff on a project or relief basis; perform office assistant and related duties as assigned. Successful applicants for this level have one year of advanced, senior level clerical experience in a business office setting.

Qualifications:
The Office Support Series require successful applicants to have: Knowledge of: relevant policies and procedures; office administrative practices and procedures, including filing, record keeping, and the operation of standard office equipment; basic business data processing principles; business letter writing and standard document formatting; correct English usage, including spelling, grammar and punctuation; business arithmetic; and effective techniques for dealing with the public, in person and over the telephone; Skill/Ability to: Perform detailed office support work accurately; understand and carry out oral and written instructions; compose routine correspondence; use initiative and sound independent judgment within established guidelines; prioritize work; maintain files and records; and establish and maintain effective working relationships with those contacted in the course of the work. Office Specialist positions also require skills and ability to: read, interpret and apply rules, policies and procedures; use sound independent judgment within established guidelines; prepare correspondence from brief instructions; and perform calculations with speed and accuracy.
Public Services Specialists also need to have the skills and ability to d eal tactfully and effectively with customers, including in difficult and/or strained circumstances; determine the nature of a call or visit and recommend appropriate actions or solutions; interpret, apply and explain complex rules, policies and procedures; type with sufficient speed and accuracy to complete forms and prepare basic correspondence and records; and operate a multi-line telephone system. Note: Some departments may require applicants pass a background investigation as a qualification for employment. The hiring list created from this recruitment may be used to fill current extra help and future permanent vacancies.

Application/Examination:
Anyone may apply. San Mateo County and San Mateo County Superior Court of California employees that have worked at least six continuous months in a permanent or probationary position prior to the final filing date will have five points added to their final passing score on the Office Specialist and Public Services Specialist examination . A supplemental application form must be submitted in addition to our regular employment application form. Applications for this position will only be accepted online. If you are currently on the County's website, you may click the 'Apply' button above. If you are not on the County's website, please go to www.smcgov.org/hr/jobs to apply. IMPORTANT INFORMATION ABOUT THE EXAMINATION The examination will consist of a written exam for Office Assistant (weight: 100%), Office Specialist (weight: 100%), and Public Services Specialist (weight: 50% written and 50% panel interview). The written exam will be conducted on March 2, 2013. Applicants will be scheduled for a written exam that includes two parts.
Part I will assess applicants’ eligibility for the Office Assistant level. Applicants who pass this part will be placed on the eligible list for Office Assistant and scored for Part II.
Part II will assess applicants’ eligibility for the Office Specialist level. Only applicants who pass Part I will be scored for Part II. Applicants who pass Part II will also be placed on the eligible list for Office Specialist. Applicants with the top 40 passing scores from Part II will move on to interview for the Public Services Specialist. Applicants with the top 40 passing scores in Part II will be notified via e-mail or by mail to schedule an interview. Applicants who pass the interview will be placed on the eligible list for Public Services Specialist.

NOTE: Notices for your written exam score and panel interviews for Public Services Specialist will be sent the week of March 11, 2013.
To prepare for the written exam applicants are encouraged to visit libraries or bookstores to read literature on how to take written tests and interviews for government jobs. The County does not provide study guides and does not recommend nor endorse specific books to read. Job seekers should ask the librarians or store managers for guidance in selecting appropriate study aids. NOTIFICATION OF APPLICANTS Qualified applicants will be notified of the date, time and place of the tests, which will be given in San Mateo County, California. Notifications will be sent via e-mail or by mail (depending on the notification preference you specify on your application). If requesting notification by email, please make sure to monitor your email carefully, including spam messages. It is the applicants' responsibility to notify the County Human Resources Department at (650) 363-4343 if their appointment notices for the written examination or the panel interview are not received 5 working days prior to the event.
Applicants must participate at their own expense and must adhere to the dates listed below. Applicant requests for alternate test dates will not be granted. Accommodations for special medical conditions will be considered on a case-by-case basis and must be requested through the Human Resources Department at (650) 363-4343 as soon as possible. KEY DATES
Recruitment Opens: February 8, 2013
Recruitment Closes: February 14 , 2013
Written Exam: March 2, 2013 Public Services Specialist Civil Service Panel Interview: Week of March 25, 2013 The online application system will promptly close the job posting just before midnight on February 14. Plan accordingly. Please do not wait until the last minute to submit your application.

San Mateo County is an Equal Opportunity Employer Analyst: Ursula Tercero/Jennifer Reyes (020813) (Office Assistant I/II-E334/E335, Office Specialist-E337, and Public Services Specialist-E368)