Supervising Office Assistant I - Probation Department - County of Riverside
Riverside, CA 92501
About the Job
The Riverside County Probation Department seeks to fill a Supervising Office Assistant I for their Metro East Division located in downtown Riverside. The incumbent will be responsible to supervise a clerical staff performing a variety of clerical work; to perform a wide variety of complex clerical work; to multi-task; and to do other work as required.
The Supervising Office Assistant I will coordinate staff schedules, establish and maintain work assignments, supervise and evaluate staff performance, monitor attendance and payroll, coordinate staff meetings; collect and compile monthly statistical reports; participate on interview panels and offer candidate recommendations; process and schedule new employee orientations; ensure records and forms are purged accurately; serve as a backup for Division Secretaries which includes to take meeting minutes, submit Workers' Compensation/Family and Medical Leave Act (FMLA) paperwork, gather their Division's timesheets and submit them to payroll.
Experience utilizing Microsoft Windows 10 and Microsoft Office Suite (Word, Outlook, and Excel) is preferred. The most competitive candidates will possess experience working with the court system and reviewing minute orders, in addition to s upervisor and/or lead experience .
The Office Assistant series is used in County departments to provide clerical services. Incumbents typically type, file, sort and process materials; maintain records; process records; compose and edit reports and correspondence; gather information; provide information to the public concerning departmental or County operations; receive and record payments; operate a variety of equipment including but not limited to word processors, micro-computers, mini-computers, computer terminals, duplicating machines, calculators, and prepare and complete a variety of forms and documents.
Positions in this class are distinguished from those in Office Assistant III in that the latter function in a lead capacity and/or perform the most complex and specialized clerical work while the former have full supervisory responsibilities. This class differs from the next higher level of Supervising Office Assistant II in that the latter normally is a second level supervisor administering a large and/or highly complex clerical unit.
Meet the Team!
The Riverside County Probation Departmentis a progressive criminal justice agency that believes in continuous improvement, searching and applying evidence-based and best practices, using measurable outcomes to evaluate programs, and doing our utmost to fulfill our mission and make Riverside County a safe and law-abiding community for its citizens. We recognize the value of a qualified, professional, dynamic, and diverse workforce and in building an organization that reflects the progressive community we serve.
EXAMPLES OF ESSENTIAL DUTIES
• Supervises the work of a clerical staff; establishes work sequence, time table, or priorities; makes work assignments; provides guidance to staff in resolving technical problems and machine operation.
• Sets production goals for unit; evaluates the amount and quality of work completed; motivates employees to improve quality and quantity of work; initiates a variety of corrective actions to solve work performance problems; documents corrective action.
• Prepares and signs performance evaluations; makes recommendations on employee disciplinary actions, dismissals, step increases, and promotions.
• Interviews, selects, and recommends on the hiring of new staff members; reviews performance evaluations with employees; conducts or directs the orientation of new staff members and the training of staff members.
• Resolves problems among assigned staff members; maintains time and attendance records; approves or denies requests for time off; designs physical changes to improve work flow.
• Writes policies and procedures for the unit; establishes and revises internal work policies, procedures, and controls concerning automated editing, typing, and type composing equipment to assure consistency, efficiency, and compliance with user needs.
• In addition, performs complex clerical work as defined in the classification specification of Office Assistant III.
MINIMUM QUALIFICATIONS
Experience:Three years of clerical experience.
Either of the following may be substituted for one year of experience:
Completion of 18 semester or 27 quarter units from a recognized college in secretarial sciences, office practices, business education, or a closely related field.
OR
Completion of 360 hours of training from a recognized occupational training program in secretarial sciences, business education, or a closely related field.
*Competitive experience/education must be reflected on your application and/or resume.
Other Requirements
License:Possession of a valid California Driver's License is required.
Typing Skills: Skill to type 40 words per minute will be req uire d. The most qualified candidates may need to complete an online typing test.
Knowledge of: The principles and techniques of supervision; correct English usage, grammar, spelling, vocabulary, punctuation, format and style; modern office practices and procedures including preparing correspondence and reports, and filing; standard office equipment including the programming of a variety of material information processing equipment; the capabilities and applications of information processing equipment.
Ability to: Supervise subordinates; perform complex clerical work involving independent judgment and initiative; read and interpret information from charts, graphs, and tables; gather data and organize it into report format; understand and interpret laws, rules, regulations, and written policies and procedures, and apply them to specific situations; supervise subordinates.
SUPPLEMENTAL INFORMATION
Veteran's Preference
The County has a Veteran's Preference Policy. Upload a copy of your (or your spouse's) Member-4 Form DD-214 indicating dates of service, and a copy of your spouse's letter of disability (if applicable) with your application. For privacy reasons, it is recommended that you remove your social security information from the document(s). A Human Resources Representative will review the materials and determine if you qualify for veterans' preference. See the policy here .
Reasonable Accommodations
The County of Riverside is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter for the position noted above. For additional information and/or to obtain the appropriate form for requesting a reasonable accommodation, please visit the Disability Access Office web page located at: http://dao.rc-hr.com/.
What's Next?
This recruitment is open to all applicants. Applicants who are current County of Riverside employees and/or current employees of the County of Riverside Probation Department may be considered before other applicants depending on the volume of applications received.
Upload a copy of your degree or transcripts as an attachment to your Government Jobs account at the time of application. Competitive experience/education must be reflected on your application/resume.
Qualified applicants may be considered for future vacancies throughout the County. Based on the number of applications received, this posting may close without notice.
Contact Information
For more information regarding the position, please contact the recruiter Letisia Jimenez at (951) 955-5787 or via email at ltjimenez@rivco.org.
GENERAL APPLICATION INFORMATION:
Please read and follow any special application instructions on this posting. Click the 'Apply' link located on this page to submit your application. For instructions on the application process, examinations, Veteran's preference, pre-employment accommodation or other employment questions, please refer to our web site, www.rc-hr.com . A pre-employment physical examination and background check may be required.
MEDICAL/DENTAL/VISION INSURANCE: A choice of different medical, dental and visions plan are available to elect. The County provides a Flexible Benefit Credit contribution as governed by the applicable SEIU Memorandum of Understanding to contribute towards the cost of these plans.
Note: Employees on assignment through the Temporary Assignment Program (TAP) receive different benefits. See the list here .
MISCELLANEOUS RETIREMENT: County of Riverside has three retirement Tiers through the California Public Employees' Retirement System (CalPERS).
- Tier I (Classic Member - Formula 3% @ 60): Applicable to current and former County of Riverside local miscellaneous employees hired prior to 08/24/2012 and did not withdraw CalPERS contributions. The employee contribution is eight (8%) percent.
- Tier II (Classic Member - Formula 2% @ 60): Applicable to local miscellaneous employees 1) hired after 08/23/2012 through 12/31/2012; 2) Previously employed with another CalPERS contracting public agency or a reciprocal retirement system, with a break in service of less than six months between the separation date with the previous employer and the appointment date with the County of Riverside. The employee contribution is seven (7%) percent.
- Tier III (PEPRA New Member - Formula 2% @ 62): Applicable to CalPERS local miscellaneous new members hired on or after the implementation of the Public Employees' Pension Reform Act of 2013 (PEPRA) which took effect January 1, 2013. As of July 1, 2020, the employee contribution is 7.25% and subject to change annually.
A new member is defined as any of the following:
CalPERS refers to all members that do not fit within the definition of a new member as "classic members".
Contribution rates are subject to change based on the County of Riverside annual actuarial valuation.
Note:
This summary is for general information purposes only. Additional questions regarding retirement formulas can be sent to retirement@rivco.org or by calling the Benefits Information Line at (951) 955-4981,
Option 2.
If you have prior service credit with another CalPERS agency or within agencies, please contact CalPERS at (888) 225-7377 to determine which retirement tier would be applicable to you. CalPERS is governed by the Public Employees' Retirement Law. The Retirement Law is complex and subject to change. If there's any conflict between this summary and the law, the law will prevail over this summary.
DEFERRED COMPENSATION: Voluntary employee contribution with a choice between two 457 deferred compensation plan options.
VACATION ACCRUAL (Bi-Weekly Accrual):
0< 3 year = 80 Hours (10 Days)
4< 9 years = 120 Hours (15 Days)
10 or more years = 160 Hours (20 Days)
Maximum Vacation leave accumulation is 480 hours.
SICK LEAVE: Four (4) hours Sick Leave accrual per pay period with unlimited accrual.
HOLIDAYS: Normally 12 paid holidays per year.
BEREAVEMENT LEAVE: Allowed 5 days (3 days are County paid; 2 additional days can be taken from accrued Sick Leave balance).
BASIC LIFE INSURANCE: Equal to one times annual base salary not to exceed $50,000 of term life coverage. Premiums are paid by the County. Additional Supplemental Life plan is available for employee purchase.
DISABILITY - LONG-TERM DISABILITY (LTD): Benefit pays 66.67% of earnings to a maximum of $10,000 per month; 30-day waiting period; pays to age 65. Benefit can be coordinated with other available leave balances to provide up to 100% of pay.
POST RETIREMENT MEDICAL CONTRIBUTION: A monthly contribution is made by the County towards retiree health insurance offered through the County as governed by the applicable SEIU Memorandum of Understanding.
OTHER: There may be other benefit provisions as specified in the applicable Memorandum of Understanding. Please contact the recruiter listed on the job posting directly for more information.