The County is currently accepting Full-Time and Extra Help employment applications for the position of Office Specialist within the Administration and Finance division of Health and Human Services Department. Under general supervision, incumbents perform a variety of administrative, secretarial, and office support duties of considerable complexity, requiring thorough know ledge of the assigned department, division, or program, its procedures and operational details; provides administrative support to various department staff; composes and prepares correspondence using judgment in content and style; performs skilled word processing, data entry and organization, telephone and counter reception, processing of invoices, recordkeeping, statistical and technical report preparation, and filing; provides information to the public and County staff; and performs related duties as assigned.
Note: Office Specialist is a County-wide classification. The employment list established from this recruitment may be utilized to fill additional vacancies within the same classification in other departments including law enforcement departments such as Sheriff and Probation if they arise during the life of the Employment List.
Example of Duties:
- Perform specialized office support work which may require the knowledge of detailed or specialized activities related to the department to which assigned.
- Compiles and assemble information from a variety of sources for the completion of forms or the preparation of reports; make arithmetic or statistical calculations.
- Enter, edit and retrieve data and prepare periodic or special reports from an online or personal computer system following established formats and menus; may create report formats using programmed software to meet individual needs.
- Provide information to the public or to County staff that requires some interpretation of policies, rules and/or procedures.
- Maintain records and processes various forms, applications, permits, or other department or division specific documents; type correspondence, reports, forms, and specialized documents related to the functions of the department, division, or program, which assigned from drafts, notes or brief instructions, using a word processor; may compose standard correspondence from brief instructions.
- Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies; and correct English language, including grammar, punctuation, and spelling.
- Oversee and personally perform a variety of office administrative tasks such as preparing and processing purchase requisitions, request for payment, preparing payroll and personnel documents, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date; may prepare billing documents or maintain office or budget records.
*Qualified applicants will be required to participate in a proficiency exam. Additional details will follow shortly after the final filing date.
TYPING CERTIFICATE REQUIRED W/ APPLICATION:
- Minimum Net 40 words per minute.
- Must indicate results from a 5 min. test, testing agency, and no more than 12 months old (internet and/or online tests are NOT accepted).
- Local applicants may contact Sutter or Yuba County One Stop to schedule a free exam.
The ideal candidate is knowledgeable in Business administrative policies and procedures, County and department programs, goals, and policies and procedures of the assigned department, applicable Federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, principles and practices of data collection and report generation, method of preparing and processing various records, reports, forms, and other documents particular to assigned department or program, computer and Microsoft software programs to conduct, compile, and/or generate documentation, business arithmetic, including percentages and decimals. Skilled in the use of computer systems, software applications, and modern business equipment to perform a variety of work tasks. Composing correspondence independently or from brief instructions. Compiling and summarizing information and preparing periodic or special reports. Analyzing and resolving varied office administrative problems. Organizing, maintaining and researching office files.
Minimum: Graduation from high school and three years of general office support or secretarial experience at a level equivalent to the County’s classification of Office Assistant.
Preferred: In addition to the minimum, one year (30 semester units) of college course work with an emphasis in business practices or a related field, additional experience as previously defined and/or experience in the public sector. Certain positions may prefer increased typing accuracy and speed.
Special Requirements: Must successfully complete an extensive and thorough background investigation, which may include Live Scan fingerprinting prior to hire. Minimum Net of 40 wpm. Typing Certificate must indicate results from a five (5) minute test with at least the minimum net wpm required. Specified positions may require off-hours, weekend, and holiday shift work. Will be required to perform disaster service activities pursuant to Government Code 3100 -3109. The ability to obtain a valid California Class C driver's license within ten (10) days of employment; may be required to maintain license throughout employment at the discretion of the Appointing Authority.
Additional Information: All applicants deemed qualified will be invited to participate in a required selection process. It is important to please check your e-mail regularly for communications throughout the recruitment process. Communications come from a CalOpps.org or co.yuba.ca.us e-mail server.
Typically 5% each year for the first 7 years
Miscellaneous Classic: 2% @ 55
Miscellaneous New: 2% @ 62
For more information about CalPERS Pension, please click on this link
VACATION: 12 days for first 5 yrs with incremental increases every 5 yrs thereafter, up to 20 yrs
HOLIDAYS: An average of 14 paid holidays per year, including 2 floating holidays
SICK LEAVE: Accrued every payroll period, up to 12 days per year
Medical: The County's total monthly contribution shall be as follows: Up to $902 for employee only; Up to $1,391 for employee plus one dependent; Up to $1,801 for employee plus more than one dependent. Health Waiver Opt-out of $250/monthly available with proof of other employer sponsored health care coverage.
DENTAL/VISION: County pays 100% of the Basic Plan Premiums for employee only and 80% for dependent(s).
LIFE INSURANCE: County provides $50,000 in life insurance coverage. Employees may purchase additional coverage for themselves and dependents.
SOCIAL SECURITY: Yuba County does not participate in the Social Security Program
SHORT TERM DISABILITY (STD) INSURANCE: SDI provides benefits to employees who are unable to work due to non-work-related illness or injury. The current SDI withholding rate is 1.1% with a maximum of $1,601.60 on wages up to $145,600 (per calendar year) for 2022. This % is deducted on gross wages and can change annually in accordance with law. Persons covered by SDI are also automatically covered by Paid Family Leave (PFL).
MEDICARE: Yuba County does participate in the Medicare Program. Current EE & ER share is 1.45%
DEFERRED COMP: One Voluntary Deferred Compensation plan is available
EMPLOYEE ASSISTANCE PROGRAM: County paid confidential counseling program for up to 5 visits per incident per eligible family member.
MISCELLANEOUS: For a specific job classification and/or specific department/location benefits, please reference the Master Labor Agreement.
UNION AFFILIATION: Yuba County Employee Association
Final Filing Deadline: Open Until Filled (Next Applicant Review Date 09/15/2022 @ 5:00pm)
Due to the coronavirus affecting the county’s ability to safely conduct selection procedures such as, but not limited to: Qualifications Appraisal Panels, Speed Interviews, Written Exams, Departmental Interviews, etc. the Personnel Director may provide direction to postpone or change selection procedures, extend recruitments and/or cancel and pause recruitments as deemed necessary. The Human Resources department is working with departments to provide support to fill critical positions.
An official Yuba County employment application must be submitted by final filing deadline. Applications must include supplemental questionnaire, copies of valid license(s), certificate(s) and college transcripts and/or diploma. Incomplete applications may be disqualified from further consideration.
ONLINE APPLICATION: Applications may be submitted online through CalOpps. Click on the Apply for Job button above to complete the Yuba County employment application and Supplemental Questionnaire.
HARD COPY APPLICATION: You may access a hard copy of the Yuba County employment application and Supplemental Questionnaire, by visiting our website at http://www.yuba.org. Our applications are available in a Microsoft Word format or fillable PDF, or you may pick up these materials in our office located 915 8th Street, Suite 113, Marysville, CA 95901. Hard copies of applications can be submitted to our office in person, by U.S. Mail or by fax at 530-749-7864. Applications must be received by the final filing deadline; postmarks or applications received after the final filing deadline will not be accepted.
All applicants will be given written notice regarding the status of their application and selection procedures. The County prefers to communicate via email, if provided, to expedite communication. It is also recommended that applicants review their SPAM mail daily as to not miss any important communication from the County. Communications are sent from two mail servers; Yuba@CalOpps.org and @co.yuba.ca.us.
Applicants are responsible for notifying the County of any changes to their contact information, including but not limited to e-mail addresses, mailing addresses, primary and secondary telephone numbers.
(Note: All diplomas or degrees must be from an accredited college or university. To obtain information regarding accreditation, refer to the US Department of Education Office of Post Secondary Education at: http://ope.ed.gov/accreditation/search.aspx)
Applicants must provide the following documents with their application by the filing deadline:
- Completed Yuba County Employment Application (Online or Hard Copy)
- Supplemental Questionnaire
- Any Diplomas and Unofficial Transcripts
- Copies of Related Certification
- Typing Certificate
The minimum and preferred requirements are listed above. While the following requirements outline the minimum qualifications, Human Resources reserves the right to select applicants for further consideration who demonstrate the best qualifications match for the job. Meeting the minimum qualifications does not guarantee further participation in selection procedures.
RECRUITMENT SELECTION PROCESSES:
The recruitment process involves multiple steps which may include but are not limited to:
- Supplemental Questionnaire
- Department Interviews
(Please note: The entire recruitment process from recruitment opening date to start date could take 10 – 12 weeks for successful candidates).
A completed supplemental questionnaire is an essential part of the examination process for this position. The responses will be reviewed for sufficient detail and will be rated according to pre-determined guidelines. Please include; 1) Places of employment; 2) pertinent dates; 3) duties performed, etc. when responding to the questions. If a job included responsibilities applicable to several questions, separate the different functions of the job to answer all the questions completely. Any experience and/or training listed MUST be identified on your application. Resumes, letters and other materials will not be evaluated or considered as responses to the supplemental questionnaire.
Applicants who have successfully met the minimum qualifications and completed any screening processes must successfully complete the Cooperative Personnel Services (CPS) Exam with a passing score to continue to the next phase of the recruitment process. The CPS Exam may potentially be administered online using County computers.
PERSONAL HISTORY STATEMENT: (Misc.)
All Applicants that successfully complete the examination process and are certified to the employment list, will be notified and must submit a complete Personal History Statement to the Probation/Sheriff Department at the time of interview. A review of the PHS will be conducted for each candidate to determine which candidates best meet the professional standard criteria adopted by the Department.
Must submit a valid typing certificate indicating a speed of at least 40 net words per minute (wpm). The certificate must be a five minute test (internet and/or online test NOT acceptable). Must be no more than 12 months old. The certificate must include the following information: Your first and last name, gross words per minute, number of errors, net words per minute, the name of the agency administering the test and the test administrator’s signature.
COIVD-19 UPDATE: Both the Yuba County and Sutter County One Stop facilities are currently offering typing certification exams by appointment only. You must contact One Stop directly to schedule an appointment.
- Sutter County One Stop phone 530- 822-5120
- Yuba County One Stop phone 530-749-4850
If special accommodations are required at any stage of the selection process, complete the Request for Reasonable Accommodation in Employment Examination Process Form and provide the required documentation by the final filing deadline. The form can be obtained at Reasonable Accommodation Form or by contacting Human Resources at 530-749-7860.
All applicants who have successfully completed the application/selection procedures and examination process may be eligible for veteran’s credit. Applicants must have served on active duty for a period of not less than 90 days in the armed forces in time of war or national emergency, or in time of peace in a campaign or expedition for service in which a medal has been authorized by the government of the United States and who has been discharged or released under honorable conditions, and widows of such persons shall be allowed credit. Military Records Form DD214 must be submitted for further review and determination of appropriate credits.
WAIVER OF SELECTION PROCEDURES:
When selection procedures have been publicly announced and the number of applicants meeting the minimum qualifications for the position is five or less, the Human Resources Director may, at her/his discretion; a) Waive the competition entirely and submit the names of the applicants meeting the minimum qualifications to the appointing department, b) Revise the conditions of competition to a more practical basis under the circumstances.
EMPLOYMENT ELIGIBILITY LIST:
An employment eligibility list is established for those applicants who successfully pass all phases of the examination process. This list will be held for a minimum of six (6) months from the date the list is certified. For each vacancy the top five (5) ranks on the list will be certified to the department for final selection, which will include a departmental interview.
The Health and Human Services department will notify the applicant of the date and time of his/her interview. The applicant will be asked a series of questions about his/herself and his/her related experience, education and training that exhibit the knowledge, skills and abilities essential to the job. The applicant may also be asked questions about hypothetical situations to test his/her ability to make decisions and use sound judgment and common sense.