Search

Staff Services Specialist

companyMerit System Services
locationSacramento, CA, USA
PublishedPublished: 6/14/2022
Full Time

Salary: $3,272.00 - $5,075.00 MonthlyLocation : AlturasJob Type: Full-TimeJob Number: MSS04614Department: Modoc County Department of Social ServicesOpening Date: 07/01/2024Position InformationTHIS IS NOT A "REMOTE WORK" or "TELEWORKING" POSITION. THIS POSITION IS LOCATED IN MODOC COUNTY, CA. Under general supervision, a Staff Services Specialist performs a variety of technical administrative duties in support of facilities management, budget, administrative functions, or department projects, or programs that require a thorough knowledge of the terminology, procedures, and practices for the assigned functional area. Areas of responsibility include, but are not limited to: researching, compiling, and reviewing data and information; processing financial and administrative records; creating and maintaining reports, records, spreadsheets, and files; coordinating technical administrative support services activities involving facility/fleet maintenance, office moves/setups (including telecommunications and information technology changes), program evaluation for funded programs; and participating in special projects, studies, and presentations.The work performed emphasizes decisions, processes, and procedures that require incumbents to use substantial independent judgment within established laws, regulations, policies, and/or guidelines. Incumbents must apply a thorough knowledge of applicable laws, regulations, policies, and procedures in order to make both routine and non-routine decisions. When encountering a new or unfamiliar problem, incumbents are expected to evaluate the problem based on their knowledge and experience, and determine the appropriate course of action within their range of authority. However, these types of decisions and actions do not require complex analytical skills or methods, nor do they typically have significant strategic or policy impact. Instead, incumbents primarily support day-to-day departmental and/or program operations; and the scope, scale, and complexity of their work is limited.Assignments may focus on one or more of the areas identified below, or may serve as a generalist, performing a wide variety of duties involving multiple administrative functions.Assignments may include the supervision of subordinate clerical and/or support staff; however, supervision is not a critical allocation factor but rather an ancillary responsibility. Examples of DutiesDuties may include, but are not limited to the following:Reviews reports, logs, and other documents; obtains and compiles fiscal, statistical, and administrative data and information from multiple sources; tracks and maintains data and prepares summaries and reports for management; notes trends and areas of concern; provides comments and/or recommendations regarding policy, procedure, staffing, program, or organizational changesInitiates and submits required documentation to purchase equipment, supplies, and other items within an established budgetParticipates in departmental meetings; participates on committees and task forces to share information with other agencies or departments; contributes information and suggestions regarding how to improve the efficiency and effectiveness of assigned responsibilitiesReviews, verifies, and processes documents related to department activities including budgets, contracts, grants, claims, legislation, purchasing, and other specialized documents based on area of assignmentParticipates in conducting surveys and studies; performs research to track administrative, fiscal, personnel, and operational performanceMaintains routine and complex administrative, accounting, personnel, payroll, and/or fiscal recordsAnswers questions and provides information to the public, contractors, and vendors; assists in the investigation of complaints and recommends corrective action as necessary to resolve complaintsPrepares presentations, general and technical correspondence, and promotional materials; develops forms, tracking systems, databases, and spreadsheetsTracks progress of projects, payments, expenditures, and reimbursementsAssists in the administration and coordination of special events, training, programs, or projects; assists in coordinating municipal activities among County departments and/or other organizationsInterprets general or program specific policies, procedures, rules, regulations, contracts, and/or labor agreementsProvides liaison and staff support to committees, commissions, and department managementMay supervise the work of subordinate clerical or para-professional support staff, with responsibility for assigning, reviewing and evaluating their work, and initiating appropriate corrective action when neededDistributes assignments to co-workers, subordinates, contractors, and others; functions as a program or project coordinator with delegated authority to direct the work of staff in a non-supervisory capacityPrepares and distributes written procedures and other informational materials pertaining to area of assignment; may provide training to groups and individuals regarding procedures and informationPerforms or coordinates technical administrative activities and projectsFor Support Services Option (in addition to the general duties):Coordinates technical administrative activities involving facility/fleet maintenance, office moves/setups (including telecommunications and information technology changes), safety and incident reporting, and storekeeping/records managementReceives and prioritizes information on safety and maintenance issues from various sources such as incident reports, hazard reports, service complaints, and/or maintenance requestsCoordinates services and repairs with maintenance staff and/or vendors; conducts inspections, investigations, or interviews as needed to identify problemsLocates and obtains required resources to resolve problems and ensures that proposed solutions comply with established laws, regulations, polices, procedures, and guidelinesResponds to facility-related emergenciesObtains and evaluates cost estimates/bids from vendors and makes recommendations to managementDrafts and/or designs proposed space configurations (e.g., electrical outlet and network drop placements, furniture placement and configuration, equipment placement)Plans and facilitates the relocation of individual personnel and/or department locations; coordinates needed assistance for staff or office moves, including information technology, communications, and professional moversCreates, maintains, and monitors facility related agreements and contracts with outside vendors and contractors; monitors vendor/contractor/landlord performance, ensuring discrepancies or problems are resolved and work is done in accordance with contractual requirementsActs as the departmental or agency-wide safety representative/coordinator; issues safety tips to staff, reviews and prepares safety policies, provides training to site safety coordinators, and ensures that safety-related reports and documentation are correct and timelyFor Program Services Option (in addition to the general duties):Researches and develops public information and educational materials; participates in community outreach efforts to publicize department programsDevelops and compiles training materials; trains extra-help staff and volunteersCollects, compiles, and tracks data, including caseload data, and provides data summaries, reports, and/or recommendations for program improvementEMPLOYMENT STANDARDSKnowledge of:Technical principles and methods of investigating and resolving administrative problemsFundamental governmental functions and organizationsPrinciples of effective customer serviceFundamental arithmetic principles and methods including addition, subtraction, multiplication, division, percentages, and fractionsPrinciples of effective business communication, including the development of correspondence, reports, and presentationsBasic principles and practices of fiscal, statistical, and administrative researchPrinciples and practices of effective record keepingComputer equipment and general office software, including word processing, spreadsheet, electronic mail, and databaseEnglish usage, including correct grammar, spelling, and punctuationFundamental statistical methodsBasic techniques of project managementFor Program Services Option (in addition to the general KSAs):Laws, regulations, and terminology related to program(s) in area of assignment.Community outreach and public relations practices and techniquesPrograms available to client population served by the departmentAbility to:Make administrative decisions and take actions based on the interpretation of laws and regulations as well as operating policies and proceduresPrioritize assignments based on broad criteriaGather, tabulate, validate, summarize, and present data in a meaningful wayPrepare reports and cost projections using readily available informationRead, understand, interpret, and explain complex policies, regulations, legislation, and operating proceduresOperate a personal computer utilizing spreadsheet, word processing, and database software at an intermediate to advanced levelCollect, compile, analyze, and present a variety of data in a meaningful wayCompose professional quality correspondence and letters; write technically detailed reportsCoordinate the efforts of multiple individuals to achieve a work objectiveReason logically and methodicallyRecommend and implement procedural changes/improvementsCommunicate effectively orally and express ideas clearlyCommunicate effectively, in writing, using proper English, including grammar, punctuation, and spellingEstablish and maintain effective working relationships; act as an effective team playerEffectively listen to others, identify, and resolve central problems or issuesWork independently and accept responsibility for actionsProvide training and guidance to co-workers, subordinates, and other department staffSupervise clerical and/or support employees, if required by the positionLearn and understand the organization and operations of the assigned area and/or outside agenciesEstablish priorities, organize work, and meet deadlinesFor Support Services Option (in addition to the general KSAs):Identify and resolve complex facility issues such as building repairs/improvements, plumbing, temperature control, pests, and safetyRecognize issues that pose a threat to the safety of individuals or the security of facilitiesFor Program Support Services Option (in addition to general KSAs)Make presentations and promote programsDevelop and present training materials Minimum QualificationsTwo (2) years of full-time experience performing journey-level clerical, secretarial, or administrative support work.ANDEquivalent of two years (60 semester or 90 quarter units) of coursework in business administration, public administration, personnel, statistics, economics, accounting, or a closely related field from an accredited college or university.Depending on the assignment, experience involving support services, personnel services, program services, or another specific type of administrative service area may be desirable.Substitution: Additional experience performing routine or complex clerical duties may be substituted for the required education on a year-for-year basis. Supplemental InformationThe ability to speak, read and write Spanish in addition to English is optional. A valid driver's license may be required at the time of appointment and employees may also be required to drive their own car, provide proof of car insurance, and a DMV clearance. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis. Position may require pre-employment drug testing, physical and fingerprinting for a background investigation. This position is full-time at 37.5 hours per week. This is not a "remote work" or "teleworking" position. This position is in Modoc County, CA (shown in red on the map below): Government agencies accessing US government information, which include federal tax information must ensure that background investigation requirements for all agency employees and contractors that have access to federal tax information are consistent to the IRS background investigation requirements for access to federal tax information. Background checks are required and must be repeated every 5 years. Background requirements consist of three components which include, fingerprinting, citizenship verification and local law enforcement checks.EXAMINATION INFORMATION TRAINING & EXPERIENCE EXAMINATION - WEIGHTED 100% The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate's knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination. MSS is accepting applications on a continuous basis. Qualifying candidates will be notified via email with instructions for completing the examination within 30 days of the date of application. ELIGIBLE LIST INFORMATION A departmental open eligible list will be established for the county of Modoc. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period. RETEST PERIOD Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date. SPECIAL TEST ARRANGEMENTS Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at mssprogram@calhr.ca.gov or 916-909-3701 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination. EDUCATION DOCUMENTS If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers. GENERAL INFORMATION This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment. MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all competitors will be notified. If you meet the requirements stated on this bulletin, you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list. General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process, a background investigation may be required. EQUAL EMPLOYMENT OPPORTUNITY The Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation. ABOUT MODOC COUNTY Modoc County is a geographically diverse area in the northeastern corner of California and borders both Oregon and Nevada. The City of Alturas is the county seat and the only incorporated city in the County. Federal land comprises much of Modoc County, with employees from the US Forest Service, Bureau of Land Management, National Park Service, Bureau of Indian Affairs, and the US Fish and Wildlife Service assigned there. These federal operations account for a significant part of the County's economy. Modoc County is home to the Medicine Lake Highlands, which is the largest shield volcano on the US West Coast. You'll also find areas of lava flows, cinder cones, juniper flats, pine forests, and seasonal lakes, nearly one million acres of the Modoc National Forest, as well as hot springs and lava caves, which are common to the area, and geothermal energy resources. This job bulletin will not be available online after the application deadline. Please print a copy for your records. Merit System Services does not negotiate or determine the benefits or salaries for positions offered by its partners. For more information about benefits or salaries, please visit the listed county or child support office's website or contact their human resources department.01 The Minimum Qualifications for Staff Services Specialist list the following pattern under which an applicant may qualify:Two (2) years of full-time experience performing journey-level clerical, secretarial, or administrative support work. AND Equivalent of two years (60 semester or 90 quarter units) of coursework in business administration, public administration, personnel, statistics, economics, accounting, or a closely related field from an accredited college or university. Do you have the education and experience that satisfies both requirements of the pattern: Yes No 02 Please read: The Minimum Qualifications require successful completion of specific units, coursework OR a degree. Although "additional experience performing routine or complex clerical duties may be substituted for the required education on a year-for-year basis," if you have completed any college or university courses, you must attach your college transcripts to this application. Have you attached copies of your transcript(s)? Yes No 03 Applicants who completed their education outside of the United States must submit verification of degree and/or course equivalency with the application. Organizations that provide foreign education credential evaluation services can be found at Merit System Services will accept verification of degree and/or course equivalency from any of the listed member agencies.Did you attach all pertinent documents with your application? Yes. I completed my education outside of the United States and have submitted verification of degree and/or course equivalency. No. This question does not apply to me. 04 Modoc County Department of Social Services conducts in-person interviews. Should you receive an invitation, would you be available to attend an in-person interview in Alturas, CA? Yes, I will attend an in-person interview in Alturas, CA. No, I will not attend an in-person interview in Alturas, CA. 05 What is the minimum amount of notice you need to attend an in-person interview in Alturas, CA? 1 week 2 weeks 3 weeks 4 weeks I will not attend an in-person interview in Alturas, CA. 06 Please select your preferred day(s) of the week and time of day to attend an in-person interview in Alturas, CA (select all that apply): Monday Morning Monday Afternoon Tuesday Morning Tuesday Afternoon Wednesday Morning Wednesday Afternoon Thursday Morning Thursday Afternoon Friday Morning Friday Afternoon I will not attend an in-person interview in Alturas, CA Required Question

Loading interface...
Loading interface...
Loading interface...
Loading interface...
Loading interface...
Loading interface...