Office Specialist Level I/II
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Apply to Office Specialist Level I/II at County of Sacramento, CAJob details
- Location
- Sacramento, California
- Work type
- Onsite
- Compensation
- $46,061 - $62,953/yr
- Posted
- yesterday
- Apply on
- governmentjobs.com
About this role
About the Department
Salary Information:
Level I - $3,838.44 - $4,666.67/month
Level II - $4,315.17 - $5,246.10/month
Office Specialist is a single class with two salary levels, Office Specialist (Level II), and Office Specialist (Level I).
Office Specialists (Levels I/II) provide a wide range of specialized technical clerical support throughout County departments. The kind of work performed depends on the specific program or assignment.
Office Specialist (Level II) is the journey level class. Incumbents are expected to be technically proficient in handling the assigned duties of the class. Performance at this level requires the ability to explain and apply specific codes, laws, ordinances, legal documents, and technical terminology related to each program or assignment.
Office Specialist (Level I) is the trainee level class and is designed for recruitment and training of persons who do not meet the minimum qualifications for the journey level. Under close supervision, Office Specialist Level I perform a variety of clerical/operational duties of less than average difficulty.
Note: With a few exceptions, Office Specialists are found in one of the following special assignments: Retirement Administration, Recording Legal Documents, Personnel Actions, Payroll, Examination Scheduling/Processing, Certifications, Medical and Life Insurance Administration, and Property Tax Assessment.
Some positions may be designated "confidential" in nature, in accordance with the County Employee Relations Ordinance, and are excluded from the representation unit which includes positions allocated to the regular classes.
Position Duties
Office Specialist (Level II)
Knowledge of
- Clear writing: grammar, punctuation, spelling, vocabulary
- Standard methods of filing (alphabetic, numeric, chronological)
- English language to communicate
- Telephone procedures
- Arithmetic to make calculations including addition, subtraction, multiplication, and division
- Keyboard (computer, typewriter)
- General principles, procedures and practices of recordkeeping
- Letter and memo format
Ability to
- Learn specific codes, laws, ordinances, legal documents and technical terminology related to each program or assignment
- Calculate solutions to math problems involving addition, subtraction, division, multiplication
- Understand and follow basic oral and written instructions
- Operate computer terminals, typewriter, printer, copier, microfiche, and FAX
- Prioritize work to meet deadlines
- Read English at a level necessary to understand procedures manuals, policies, guidelines
- Write English at a level necessary to prepare correspondence according to specified format and record incoming information
- Speak English at a level necessary to communicate information clearly
- Operate communication devices, telephone and may include radios
- Deal tactfully with people
- Accurately proofread details, noting and detecting errors
Additional for some positions: Types from clear copy accurately at a rate of not less than 35 words a minute.
Office Specialist (Level I) Knowledge and Abilities
Same as for Office Specialist (Level II), except that work is originally done under close supervision; as experience is gained, greater independence of action is exercised and less detailed supervision is received until the incumbent is functioning at the journey level.
Minimum Qualifications
Minimum Qualifications
Any combination of education, training, and experience likely to provide the required knowledge and abilities for this class as described above. Typical ways include:
Office Specialist (Level II):
Six (6) months as Office Specialist (Level I) with Sacramento County or one (1) year of specialized clerical experience comparable to one of the special assignments listed above.
Office Specialist (Level I):
One year of clerical experience including customer relations, giving and receiving information on a daily basis, and financial or statistical record-keeping.
Note: The level at which initial appointments to the class of Office Specialist are made, and advancement from the lower to the higher level of this class (Level I to Level II), are at the discretion of the appointing authority, providing the minimum qualification is met.
Note: If the word "experience" is referenced in the minimum qualifications, it means full-time paid experience unless the minimum qualification states that volunteer experience is acceptable. Part-time paid experience may be accumulated and pro-rated to meet the total experience requirements.
Note: If the minimum qualifications include an educational or certificate/license requirement, applicants must submit proof of requirements with the application. Failure to submit proof of requirements may result in disqualification from the examination. Unofficial transcripts are acceptable. For guidelines on submitting acceptable proof of educational requirements, please click here or speak to someone in our office before the cut-off date listed in this notice.
Special Requirements
Ability to speak, read, and/or write fluently in a language other than English, or knowledge of the culture as certified by the Department of Personnel Services (fomerly the Department of Human Resources).
Where required, these special skills may be used in performing such tasks as the following:
1. Gives information by telephone or in person, regarding department services, in a language other than English, to persons whose understanding of English is limited.
2. Translates from written English, the regulations or ordinances, to a language other than English.
3. Translates to English, requests from the public, orally or in writing in a language other than standard English.
4. As assigned, assists other department employees by giving information and advice on problems involving relationships with persons of different language or cultural backgrounds.
Probationary Period
The probationary period for this classification is six (6) months.
Other Qualifications
APPLICATION
Qualified applicants are encouraged to apply immediately. All applicants must complete and submit an online County of Sacramento employment application by 5:00 PM on the posted cut-off date. Click here to apply.
County of Sacramento
Department of Personnel Services
Employment Services Division
700 H Street, Room 4667
Sacramento, CA 95814
Phone (916) 874-5593; 7-1-1 California Relay Service
Email [email protected]
Inter-Office Mail Code: 09-4667
- Employment applications and all documentation requested in this announcement must be submitted by 5:00 p.m. on the cut-off date.
- Employment Services is not responsible for any issues or delays caused by an applicant's computer or web browser. Applicants will be automatically logged out if they have not submitted their applications and all documentation prior to 5:00 p.m. on the cut-off date.
- Your application should highlight all relevant education, training, and experience, and clearly indicate how you meet the minimum qualifications for the position as of the cut-off date.
- Application information must be current, concise and related to the requirements in this job announcement. You may only apply for this recruitment once. Duplicate and incomplete applications will be disqualified.
- A resume may be included with your application, however it will not substitute for the information requested on the application.
SUPPLEMENTAL QUESTIONNAIRE
Applicants are required to provide a full and complete response to each supplemental question. The Supplemental Questionnaire is located in the tab marked "Supplemental Questions". Please be descriptive in your response.
Note: Responses of "See Resume" or "See Application", or copy and paste of work experience are not qualifying responses and will not be considered.
- Supplemental Questionnaires must be submitted by 5:00 p.m. on the cut-off date. Employment Services is not responsible for any issues or delays caused by an applicant's computer or web browser. Applicants will be automatically logged out if they have not submitted their applications and all documentation prior to 5:00 p.m. on the cut-off date.
- The supplemental questions are designed to elicit specific information regarding a candidate's experience, education, and training. Responses should be consistent with the information on your application and are subject to verification.
- Please provide place of employment, pertinent dates, and concise, descriptive and detailed information for each question.
- If a job included responsibilities applicable to several questions, separate the different functions of the job to answer all the questions completely.
- Resumes or referral to the application or other questionnaire responses will not be accepted in lieu of completing each question.
- If you have no experience, write "no experience" for the appropriate question.
- For many individuals, it is more efficient to develop responses to the supplemental questions in a word processing document and then paste them into the final document to be submitted. Changes or corrections to your Supplemental Questionnaire cannot be made once your application packet has been submitted.
- If the Supplemental Questionnaire is used in the Formula Rate exam, failure to complete all of the questions or incomplete responses will result in a lower score. While scoring the Supplemental Questionnaire, the candidate's application and/or attachments will not be reviewed, therefore, a candidate's responses to the questions should be accurate, thorough, detailed, and complete.
FORMULA RATE EXAMINATION (Weighted 100%)
All candidates meeting the minimum qualifications by the cut-off date will have their Supplemental Questionnaire scored in the Formula Rate Examination.
This examination will evaluate the relevance, level, recency, progression and quality of candidate's education, training and experience. The candidate's application or other materials will not be included in this examination. Therefore, the candidate's responses to the supplemental questionnaire should be thorough, detailed and complete. The score from the Formula Rate Examination will determine the ranking on the eligible/employment list for this job.
All candidates competing in the testing process will receive written notice of their examination results by email. Notices can also be accessed in their governmentjobs.com inbox. Applicants achieving a passing score will be placed on the eligible list in rank order. The rank is determined by the test score attained from the examination.
FREQUENTLY ASKED QUESTIONS
Click here for Frequently Asked Questions (FAQ's)
For information regarding County jobs:
Sacramento County is about enriching communities to thrive. We strive to create inclusive workplaces that reflect the communities we serve. We value and celebrate the unique perspectives, backgrounds, abilities, and diverse dimensions of our employees and residents. Through transparency, courage, innovation, and trust we are committed to advance equity and transformational change.
We are a proud equal opportunity employer. If you need assistance or an accommodation due to a disability for any phase of the hiring process, please contact our Disability Compliance Office at [email protected]or 916-874-7642, CA Relay 711. For more information, visit Reasonable Accommodation Requests - Job Applicant Instructions.
Benefits
EMPLOYEE BENEFITS
At Sacramento County, we strive to provide benefit programs designed to meet our employees’ current and future needs and help them as they balance their careers and personal life. County of Sacramento employees have a variety of benefits available. These benefits include:
- Dental Insurance
- Vision Benefits
- Employee Assistance Program (EAP)
- Flexible Spending Account (FSA)
- Health Insurance
- Health Savings Account (HSA)
- Life Insurance
- Critical Illness
- Retiree Health Savings Plan (RHSP)
- Deferred Compensation
More information can be found on the Benefits website
TEMPORARY POSITIONS:
Most benefits do not apply to temporary positions.
VACATION:
Generally, vacation with pay begins at 10 days annually. With increase over a period of years, the maximum annual vacation with pay is 25 days.
HOLIDAYS:
14.5 holidays per year as recognized by the Board of Supervisors.
SICK LEAVE:
Equivalent to 15 days annually, unlimited accumulation.
TUITION REIMBURSEMENT:
Regular County employees may be eligible to receive Tuition Reimbursement. The costs for course tuition/registration fees and required books/supplies may be eligible for reimbursement. Tuition reimbursement amounts may vary depending upon union agreement.
RETIREMENT:
The County’s defined-benefit pension plan is provided by the County Employees’ Retirement Law of 1937 and is managed by the Sacramento County Employees' Retirement System (SCERS) Board of Retirement. For more information, visit the SCERS website, http://www.scers.org
DENTAL INSURANCE:
For more information, visit the Benefits website
LIFE INSURANCE:
The County of Sacramento provides a basic life insurance benefit to all eligible employees at no cost. Additional coverage may be purchased through payroll deduction.
For more information, visit the Benefits website
DEFERRED COMPENSATION:
A deferred compensation program is available through the County 457(b) Deferred Compensation Plan. For more information, visit the Benefits website
EMPLOYEE ASSISTANCE PROGRAM:
The County of Sacramento provides an Employee Assistance Program (EAP) for employees and their eligible dependents. The EAP offers confidential, professional counseling services in areas such as:
- Legal Advice/Difficult Decisions
- Marriage or Family Relationships
- Financial or Credit Worries/Elder Care
- Alcohol and Drug Abuse
More information can be found on the Benefits website
WELLNESS INCENTIVE PROGRAM:
The County will recognize and award time off to eligible employees who maintain an excellent attendance record.
FLEXIBLE SPENDING ACCOUNT:
The County offers regular employees two separate Flexible Spending Accounts (FSA's). These accounts allow employees to set money aside, on a pre-tax basis via payroll deduction, to pay for medical, dental or dependent care expenses.
DEPENDENT CARE REIMBURSEMENT ACCOUNT:
Employees may set aside pre-tax dollars to pay for qualified childcare or dependent care expenses that are necessary for the employee and/or spouse to continue working.
MEDICAL REIMBURSEMENT ACCOUNT:
The Medical Reimbursement Account allows pre-tax dollars to be set aside to pay for out-of-pocket expenses that are not paid by insurance or reimbursed by any other benefit plan.
WORKERS' COMPENSATION:
In case of injury while on the job, each employee is protected under the Workers' Compensation laws of California.
FOR MORE INFORMATION, PLEASE VISIT OUR FREQUENTLY ASKED QUESTIONS: FAQs
VETERAN'S PREFERENCE:
Military veterans who have served during wartime shall be given preference in initial appointment to County service. Such preference shall apply, provided the veteran has first achieved a minimum passing score in the examination. The passing score of a veteran shall be annotated to indicate the veteran's score shall be regarded as 5 points or higher, OR 10 points higher for disabled veterans, only for the purpose of determining the three ranks along with which the veteran's name shall be certified. No score shall actually be changed and no new rank shall be created as a result of application of veteran's preference for certification purposes.
"Disabled Veteran" means any veteran who has served during wartime and, who, as of the final filing date for an examination is declared by the United States Veterans Administration or military service department to be 10% or more disabled as a result of his/her military service. Persons claiming eligibility for disabled veteran's preference must submit to the employment office, on or before the application deadline date, a certification from the United States Veterans Administration or a military service department, dated within 1 year, which certifies the present existence of a service related disability of 10% or more, or other acceptable proof of such disability as a result of his/her military service.
Persons claiming eligibility for veterans preference must submit a copy of Form DD 214 or other acceptable proof of veteran's status on or before the final filing date for the examination. For purpose of this rule "reserve" status does not constitute active duty.
SPECIAL SKILL QUALIFICATIONS (WHEN SPECIFIED ON THE JOB ANNOUNCEMENT):
Persons who have special skills required by some (but not all) positions in a class may be certified ahead of others provided that:
The certification of eligibles who possess special skills have been approved by the Civil Service Commission.
Supplemental Questions
In order to receive every consideration in the selection process, you must complete all questions with concise but detailed answers and provide all requested information. Each answer will be scored separately. References such as 'See Resume' as a response will not be scored.
By continuing in the exam process, you are certifying that all information provided in the Supplemental Questionnaire is true to the best of your knowledge.
- I have read and understood the above instructions as well as those outlined in the job announcement.
Any combination of education, training, and experience likely to provide the required knowledge and abilities for this class as described on the job announcement. Typical ways include:
One year of clerical experience including:
- Customer relations
- Giving and receiving information on a daily basis, and
- Financial or statistical record-keeping.
- I meet the minimum qualifications for this position as listed above and I have detailed my work experience on my application.
- I do not meet the minimum qualifications for this position as listed above.
Note: If you are using education to assist you in meeting the minimum qualifications, please ensure that a copy of your transcripts are attached to your application. For guidelines on submitting acceptable proof of educational requirements, please click here or speak to someone in our office before the cut-off date.
- None
- At least 3 but less than 15 semester/quarter equivalent units
- 15 but less than 30 semester/quarter equivalent units; Or an applicable Certificate
- 30 but less than 45 semester/quarter equivalent units
- 45 but less than 60 semester/quarter equivalent units
- 60 or more semester/quarter equivalent units OR an associate degree or higher
If you do not have any applicable education please type “None.”
- I have read and understood the above information.
- None
- Less than one year of experience
- One year but less than three years of experience
- Three years but less than five years of experience
- Five or more years of experience
- None
- Business Office
- Public Counter/Reception
- Cashier
- Retail
- Food Service
- Internet Sales
- Marketing
- Call Center
- Other
- None
- Greet, direct, and redirect customers
- Gather information from customers over the phone or in person
- Dispense/receive paperwork and checks for completeness
- Record details of inquiries, comments and complaints, and action taken
- Schedule internal/external customers for appointments, meetings, classes, etc.
- Assist customers with online processes
- None
- Occasionally answer routine questions related to policies, procedures, codes, laws, ordinances, technical terminology, and/or legal documents
- Answering routine questions related to policies, procedures, codes, laws, ordinances, technical terminology, and/or legal documents is a regular and recurring job duty
- Explain policies, procedures, codes, laws, ordinances, technical terminology, and/or legal documents which require occasional research
- Explain policies, procedures, codes, laws, ordinances, technical terminology, and/or legal documents which require extensive research
- None
- Sometimes Performed: Part of my job but not a primary function (Performed at least 10% but less than 30% of the time)
- Moderately Performed: Occasional but important function of my job (Performed 30% but less than 50% of the time)
- Extensively Performed: Regular function of my job (Performed 50% or more of the time)
- None
- Create letters, memos, documents using templates
- Create letter/memos from scratch or notes
- Create document template for office use
- Create Reports
- Responding to emails from co-workers and internal/external customers
- Create legal or confidential documents
- Other applicable written correspondence/documents
- None
- Less than 1 year of experience
- 1 year but less than 2 years of experience
- 2 years but less than 3 years of experience
- 3 years but less than 4 years of experience
- 4 years but less than 5 years of experience
- 5 or more years of experience
- None
- Enter data/information manually or into a computer program to maintain accurate records
- Gather data to be used by others for statistical recordkeeping
- Monitor and update statistical data in order to store data and compile statistics
- Review and analyze statistical data to develop reports
- Research, review, and compute accounts/transactions and have the authority to make adjustments after verification of information
- Verify, enter, and compute data to be routed for further processing
- None
- Basic: Data entry; inputting data to create simple reports; using and creating simple formulas; etc.
- Intermediate: All of the basic functions as well as using complex formulas; using macros; creating spreadsheets/worksheets; etc.
- Advanced: All of the intermediate functions as well as creating macros; creating complex spreadsheets; extracting data from multiple sources and worksheets; creating charts and graphs; etc.
- None
- Less than 1 year of experience
- 1 year but less than 2 years of experience
- 2 years but less than 3 years of experience
- 3 years but less than 4 years of experience
- 4 years but less than 5 years of experience
- 5 or more years of experience
- None
- Basic: Opening, creating, and saving simple documents; using form letters/templates (not creating); cutting and pasting; etc.
- Intermediate: All of the basic functions as well as creating form letter templates; creating and using styles; cutting and pasting from unlike data sources; etc.
- Advanced: All of the intermediate functions as well as creating macros; creating multiple section breaks with different page numbers; creating automatic table of contents; linking multiple documents; creating columns; embedding images and objects; etc.
- None
- Less than 1 year of experience
- 1 year but less than 2 years of experience
- 2 years but less than 3 years of experience
- 3 years but less than 4 years of experience
- 4 years but less than 5 years of experience
- 5 or more years of experience
- None
- Microsoft Access or similar software
- Microsoft Outlook or similar software
- Enterprise Resource Planning software (SAP, Compass, PeopleSoft, etc.)
- Proprietary software or other applicable software
- File Management software (e.g., Kofax, FileNet, Microsoft Office File Explorer, etc.)
- Video Conferencing Software (Microsoft Teams, Zoom, GoToMeeting, etc.)
- Adobe Acrobat Read/Write
- Employer, dates of employment, and your job title. If you have held multiple positions with the same company, please separate your information
- Detail your experience in the areas of customer relations, giving and receiving information on a daily basis, and financial or statistical recordkeeping. Ensure this information is also detailed on your application
- Indicate if you have worked in a call center and include the volume of daily calls you received
- Computer software used to execute your paid experience. Any computer software training/classes you have taken within the last 10 years
If you do not have any applicable experience please type “None.”
Some positions within multiple County departments require that you type from clear copy accurately at a rate of not less than 35 net words per minute. If you are interested in one of these positions, you must attach a copy of your valid typing certificate with your application. Please click here to obtain information regarding the County of Sacramento's requirements for a valid typing certificate.
Do you possess a valid typing certificate (35 words or greater) issued within the last 5 years?
- Yes
- No
- I do not wish to be considered for this type of position
- None
- African American Culture
- Arabic Language and Middle Eastern Culture
- Armenian Language and Culture
- ASL/American Sign Language
- Burmese Language and Culture
- Cambodian Language and Culture
- Chinese Language and Culture
- Farsi Language and Persian Culture
- Hmong Language and Culture
- Japanese Language and Culture
- Korean Language and Culture
- Lao Language and Culture
- Mien Language and Culture
- Native American Culture
- Punjabi Language and East Indian Culture
- Russian Language and Culture
- Spanish Language and Latin Culture
- Tagalog Language and Filipino Culture
- Ukrainian Language and Culture
- Vietnamese Language and Culture
Please check the one box that best describes your testing and/or certification status in a language other than English or knowledge of another culture.
- Yes, I would like to be tested
- No, I would not like to be tested
- I am already certified by the County of Sacramento
I understand, if offered conditional employment, I will be subject to a drug test administered by the County as described in Sacramento County Personnel Ordinance Section 2.78.030.
- Yes
- No
- Attended in the last one (1) – three (3) months
- Attended in the last four (4) – six (6) months
- Attended in the last seven (7) months – one (1) year
- Attended an event more than one (1) year ago
- Have attended a career fair and/or job event but did not interact with Sacramento County representatives
- Have not attended a career fair and/or job event
- Name of event
- Location of event
- Month and year of event
Required Question
Agency Information
EmployerCounty of SacramentoAddress 700 H Street, Room 4667Sacramento, California, 95814 Phone(916) 874-5593
Website http://www.saccountyjobs.net