County Of Sonoma

Santa Rosa , CA
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Senior Office Assistant

County Of Sonoma
Santa Rosa, CA Full-time
Posted on August 26, 2018

Senior Office Assistant English & Bilingual (English/Spanish)

$3,469 - $4,219/Monthly

SOA's perform a variety of clerical duties that are more complex in nature or have the highest consequence of error. These positions ensure that records and documents are filed, maintained, and processed within department guidelines, as well as State and Federal regulations. Additional responsibilities may include:

  • Providing exceptional customer service as a first point of contact by phone, in person, and through various forms of electronic communication
  • Creating documents and presentations
  • Training, orienting, and leading junior staff

The ideal candidates will possess:

  • A commitment to providing exemplary customer service and support.
  • Excellent communication and interpersonal skills, in order to work effectively with staff and the public by phone, in person, and in writing.
  • The ability to work independently and exercise sound judgment.
  • Superb attention to detail and an aptitude for focusing on complex clerical tasks and projects in a frequently interrupted, fast-paced environment.
  • Microsoft Office Suite proficiency.
  • Experience using multi-line phones.

Minimum Qualifications

Education & Experience: Any combination of training and experience which would likely provide the required knowledge and abilities. Normally, two years as an Office Assistant II with the County or two years of comparable work experience in an office environment will provide this opportunity.

Special Skill Assignment: Some positions may require the ability to type at a corrected speed of 45 words per minute. All positions require considerable ability to operate a personal computer and multiple software. Some positions may require the ability to communicate in a language other than English.

License:  Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.


Knowledge, Skills, and Abilities

Considerable knowledge of: clerical and department practices, procedures, programs, services, policies, and regulations; the purpose and processing of a diversity of forms and documents; English grammar, vocabulary, spelling, punctuation and composition.

Working knowledge of: methods and techniques used in researching, proofing, evaluation, gathering, organizing and arranging data; techniques and practices for leading workers; basic mathematics; business letter writing; the use of electronic information equipment and specific systems as used within the department.

Ability to: 

  • Read English at a level necessary to understand procedures, manuals, policies and guidelines;
  • Write English at a level necessary to prepare correspondence and record incoming information;
  • Speak English at a level necessary to communicate information clearly; answer a variety of questions related to department programs, services and operations;
  • Exercise sound judgement when initiating processes, actions, and alternatives within established procedures and regulations;
  • Understand and carry out written and oral instructions; prepare and maintain accurate reports and records;
  • Establish and maintain harmonious work relationships with employees and the public;
  • Communicate effectively verbally and in writing with individuals from diverse socio-economic and cultural backgrounds;
  • Enter data accurately into automated systems;
  • Maintain confidentiality of restricted information;
  • Use discretion in organizing work and carrying out assignments with minimum supervision;
  • Use electronic information equipment and specific systems as used within the department;
  • Understand and apply specific rules, codes, regulations, procedures, policies, and precedents;
  • Select, interpret and explain regulations and procedures to others; locate, identify, and correct technical inaccuracies;
  • Provide direction to others; work independently in performing assignments and in resolving problems and deviations;
  • Establish, organize and arrange and revise the maintenance of department files; research, proof, evaluate, gather, organize and arrange a diversity of information;
  • Produce on a computer keyboard or a typewriter a variety of material to include graphs, charts, statistical statements, specifications, purchase orders, reports and standardized forms;
  • Independently research and prepare correspondence in answer to inquiries about department records, programs, services and regulations;
  • Maintain and process a variety of records and transactions;
  • Make accurate and rapid mathematical calculations;
  • Operate office equipment to include personal computers, alpha readers, typewriters, calculators, printers, copiers, adding machines, microfilm equipment, and data processing terminals.