Office Assistant II

Job Description:

Office Assistant II

Description

Position Description

Application Filing Deadline: Sunday, March 16, 2025

Exam #: 25/80E21/03LC

Office Assistant II

The County of Monterey is a diverse community set in a picturesque coastal location and offers tourists and residents alike the comfort of a moderate, Mediterranean climate, miles of beautiful beaches, spectacular mountain ranges, groves of redwoods, low-rolling foothills, and scenic valleys. Boasting such world-renowned attractions as the spectacular Big Sur Coast, Laguna Seca Raceway, 17-Mile Drive, Monterey Bay Aquarium, Cannery Row, the Steinbeck Center, the Monterey Jazz and Blues Festivals and Pebble Beach - possibly the world’s most famous golf course, it’s easy to see why over 450,000 residents choose to live here and an estimated four million visitors a year make the County of Monterey their destination of choice.

The County of Monterey is accepting applications for multiple Office Assistant II vacancies across various County departments. Positions in this class perform a variety of difficult and responsible clerical tasks within the framework of established methods and specific guidelines. Some positions may be required to perform specialized clerical duties within a record keeping system or program area. Positions require the use of independent judgment in selecting and applying specific references, procedures, and alternatives to different work situations. New or unusual work situations are referred to a lead or supervisor for advice or action as necessary. Work is reviewed periodically for technical adequacy and conformance to established procedures.

Ideal candidates will have the ability to work diligently to help maintain smooth office operations, be reliable and hardworking, have great communication skills, and be familiar with office equipment and procedures.

This classification is part of a flexible series. Incumbents appointed at the lower level of the career series may be promoted up to the higher level of the career series subject to their meeting the employment standards for the higher class and a recommendation for their promotion by the appointing authority in accordance with the Flexible Staffing Program and Guidelines.

The Eligible List established by this recruitment process may be used to fill current and future vacancies on a regular full-time, part-time, or temporary basis Countywide.

Examples of Duties

• Greets the public, customers, and other County employees in person or over the phone, and obtains or gives information; explains policies and procedures to inform customers of correct processes; transfers calls and takes messages; assists customers in completing forms and documents; schedules customers for appointments; dispenses and receives documents such as applications, time sheets, and invoices, verifies them to ensure accuracy and completeness.
• Sorts and files information alphabetically, numerically and chronologically according to office procedures to maintain organized and accurate filing systems; locates and retrieves files from manual or computerized systems to provide requested information; creates new files and purges old files according to established procedures; updates and corrects file information to maintain accurate files; merges and assembles files to maintain records; delivers and/or picks up files to provide requested information; photocopies files as requested.
• Proofreads, reviews, and compares documents which may require assembling information from different sources and using discretion in recognizing discrepancies.
• Computes and extends figures and may receive fees when the amount is readily obtainable by simple computations or from fixed schedules.
• Retrieves, opens and date-stamps mail and delivers to appropriate location; responds to computer messages sent via electronic mail system and routes messages to the appropriate person; sorts and distributes mail to department employees and locations; folds and stuffs documents to process outgoing mail; receives and sends documents via fax machine, and sends mail using inter-office or U.S. mail system.
• Types and/or keys in a variety of documents including memos, letters, reports, minutes, labels, dockets, and receipts, following specified formats, using computer, printer, and/or typewriter; completes various forms to process requests or claims; proofreads and/or spell checks documents to eliminate errors; copies documents using photocopier or computer printer to maintain records; creates documents such as charts, forms, and logs to meet departmental needs.
• Prepares statistical or other types of reports in accordance with predetermined forms and procedures.
• Requisitions, stores, and distributes office supplies, and keeps a record of supplies needed, received, and issued.
• Operates standard office machines, such as personal computer, typewriter, printer, copier, calculator, and fax machine.
• May compose a variety of routine, standard correspondence or form letters requiring research of department files, records, and commonly used regulations.
• May assist in training new employees.
• Perform related duties as assigned.

To view the complete classification description, please visit the County of Monterey website: Office Assistant II

THE SUCCESSFUL CANDIDATE

Will have a proven track record demonstrating the following knowledge, skills, and abilities:

Working Knowledge of:

• Clerical and accepted office practices, procedures, and policies.
• Basic arithmetic, i.e., addition, subtraction, multiplication, and division.

Skill and Ability to:

• Perform complex clerical work, involving a degree of independent judgment, with speed and accuracy.
• Operate office equipment such as personal computer, typewriter, printer, copier, and fax machine.
• Organize and prioritize work.
• Proofread documents and correspondence.
• Spell correctly and use proper grammar.
• Follow oral and written instruction.
• Read and understand a variety of information.
• Accurately file documents in alphabetical, numerical, or chronological filing systems.
• Establish and maintain effective working relationships with co-workers and the general public.
• Maintain confidentiality of information.
• Verbally communicate information clearly and concisely to others.

Examples of Experience/Education/Training

Any combination of training, education and/or experience which provides the knowledge, skills and abilities and required conditions of employment is qualifying. An example of a way these requirements might be acquired is:

One year of clerical experience performing duties equivalent to Office Assistant I.

OR

Six months of clerical experience;

AND

Possession of a certificate verifying the completion of a clerical-oriented course of study from a high school, business college, or community college.

Additional Information

CONDITIONS OF EMPLOYMENT

The required conditions of employment include, but are not limited to the following:

• Possess and maintain a valid California Class C driver’s license or the ability to provide suitable transportation that is approved by the appointing authority.
• Be available to work a flexible schedule, including evenings, weekends, holidays, and during times of disaster and/or emergency.
• Some positions may require prospective employees to successfully pass a proficiency test certifying their ability to speak and read in both English and Spanish.
• Some positions may require prospective employees to successfully pass a thorough background investigation to include fingerprinting.

BENEFITS

The County of Monterey offers an excellent benefits package. Please visit our website to view the Unit J Benefit Summary Sheet . This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution or Memorandum of Understanding (MOU) prevail over this listing.

NOTES

• As a condition of employment, prospective employees may be required to submit to a background review which may include a review of information concerning present and/or prior employment, driving record, and record of any criminal convictions.
• Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the U.S.; a list of acceptable documents is available on the USCIS Form I-9.
• If you are hired into this classification in a temporary position, your rate of pay will be hourly, and you will not be eligible for the benefits listed in the summary.

Application and Selection Procedures

Apply On-Line at https://www.governmentjobs.com/careers/montereycounty

By Sunday, March 16, 2025, 11:59 PM(PST)

OR

Hard copy applications may be obtained from and submitted during normal business hours

Monday - Friday, 8:00 AM - 5:00 PM by contacting:

Human Resources Department

Attn: Tiffany Valdez

168 W. Alisal St., 3rd Floor

Salinas, CA 93901

Email: valdezts@countyofmonterey.gov | Phone: (831) 755-5820

The selection process is tentative, and applicants will be notified if changes are made. To assess applicants' possession of required qualifications, the examination process may include an oral examination, pre-examination exercises, performance examination, and/or written examination. The competitive examination process includes submittal of required application materials. A complete application package will include:

• A completed County of Monterey Employment Application

• Responses to the Supplemental Questions

Applicants who fail to provide all required materials by the final filing deadline will not be considered. Resumes, cover letters, letters of interest, and other correspondence will not be accepted as a substitute for required application materials. All required application materials will be competitively evaluated. Those applicants that are determined to be the most appropriately qualified will be invited to participate further in the selection process.

EQUAL OPPORTUNITY AND REASONABLE ACCOMMODATION

Monterey County is a drug-free workplace and an equal opportunity employer. The County seeks candidates who can make contributions in an environment of cultural and ethnic diversity. Monterey County is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact Laura Carucci, Senior Human Resources Analyst, at (831) 759-6723, or CarucciLR@countyofmonterey.gov .

http://www.co.monterey.ca.us/government/departments-a-h/human-resources/human-resources/benefits/benefit-summary-sheet

Closing Date/Time: 3/16/2025 11:59 PM Pacific

Salary:

$3,573.09 - $4,879.85 Monthly