Elk Grove - Office Assistant (Typing)

This is not a library job. However, Office Assistants often work in state agency libraries. This position also offers a gateway into employment with the State of California.

 

Even when the State of California has a hiring freeze, they will often allow lateral transfers.  This listing actually displays this, you can see it in the section I've highlighted relating to eligibility. This is an excellent entry level opportunity. 

 

http://jobs.spb.ca.gov/wvpos/more_info.cfm?recno=506186

 

OFFICE ASSISTANT (TYPING)
California State Personnel Board - Sacramento, CA

** Your state application must indicate you are applying for Office Assistant (Typing) position 042-140-1379-001. Please explain your eligibility (i.e. lateral transfer, on a list, etc.).
You must have current certification, list, lateral, or reinstatement eligibility to apply for this vacancy.

Job Description:
Under the close supervision of the Chief and Staff Services Manager I, Internal Audits Program (IAP), the Office Assistant (OA) (Typing) provides clerical support to the manager and staff. This position requires employee to learn and perform a variety of general office work, such as typing, mail and document handling, filing and records management, document preparation and review, composition of correspondence, oral communications, statistical and other record keeping, and ordering and maintaining supplies and equipment. The position requires basic knowledge in the use of computers and knowledge of Departmental policies and procedures. This classification is at the journey level and must have the ability to use automated office equipment; accurately proofread and correct documents at a level required for successful job performance within the office.

35% Proofreads and edits typewritten materials to ensure documents are free from grammatical, punctuations, and spelling errors utilizing computer, reference materials, handbooks, typing skills, etc. Prepare labels, lists, addresses, forms, and form letters to produce finished products, Review materials to determine subject matter and attach supplementary information, if necessary, to properly route to appropriate person and/or office.

25% Process incoming mail, prepare envelopes/packages, and review incoming mail including confidential materials to properly distribute per oral/and or written instructions. Ensures that deadlines are marked and maintained in an accurate, up-to-date tracking system for all assignments. Assists in development, implementation and maintenance of several web based organizational resources for information collaboration, tracking and reporting. Works with management and staff to maintain a well organized filing system and index for both physical and online folders. Ensures files are effectively maintained. Assists staff in retrieving and locating filed materials.

20% Schedules appointments, meetings, interviews, etc., and makes arrangements (e.g., location, equipment, date and time, attendees, etc.) for supervisor/staff utilizing computerized database, telephone, fax, written correspondence, etc., to produce an organized gathering of staff, as needed. Gathers and copies handouts for meetings, takes and maintains minutes.

10% Prepares and processes personnel documents including timekeeping, contractor invoices, travel claims, and attendance forms. Prepares travel arrangements for staff.

05% Maintains and updates various departmental manuals and reference books, keeping staff apprised of changes/revisions. Maintains and updates the office subject and library files.

05% Provides general support and performs other clerical duties as required, such as faxing, copying, general word processing, distributing mail, and acting as a messenger to headquarters.

KNOWLEDGE AND ABILITIES
Knowledge of: General knowledge of various filing systems (e.g., alphabetic, chronological, numeric, subject matter, etc.) to maintain an organized filing system that would allow for swift and accurate retrieval of documents/information.

Ability to: Perform clerical work, including ability to spell correctly; use good English; make arithmetical computations; operate various office machines; follow oral and written directions; evaluate situations accurately and take effective action; read and write English at a level required for successful job performance.

DESIRABLE QUALIFICATIONS
A demonstrated interest in assuming increasing responsibility, flexibility and enthusiasm to assist with various administrative tasks. Education equivalent to completion of the twelfth grade.

SPECIAL PHYSICAL CHARACTERISTICS
Persons appointed to this position must be reasonably expected to exert up to 10lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time, but may involve walking or standing for brief periods of time.

Benefits information can be found on the CalHR website, calhr.ca.gov, and the CalPERS website, www.calpers.ca.gov .

In order to apply and be considered for this position, all applicants must submit a completed Standard State Application Form (Std. 678) available at www.jobs.ca.gov , under “My Profile.”

All methods of appointment may be considered. Applications will be screened and only the most competitive candidates will be invited for an interview.

This advertisement may be used for other vacancies that occur during this posting.

This position is limited term but has the possibility of becoming permanent.

Through June 30, 2013, full-time employees’ monthly pay will be reduced by 4.62% in exchange for eight (8) hours of leave. Part-time employees shall be subject to the pay reduction on a pro-rated basis consistent with their time base.