Program Assistant I

The County is currently hiring for positions in the Behavioral Health (bilingual required) and Probation departments. The eligible list established from this recruitment will also be used to fill future vacancies in other County departments. If you are bilingual, please indicate this on your application. 

The option for telework may be available. Eligibility for telework is based on the position, employee, and telework environment; not every job, or every employee, will be compatible with this approach.


Under general supervision, to apply specific program knowledge and administrative, secretarial, and clerical skills in support of a County office; to coordinate assigned programs, projects, and services with other County departments, divisions, and outside agencies; to provide specialized departmental or program information and assistance to the public; and to do related work as required.

SUPERVISION EXERCISED

May exercise technical and functional supervision over clerical staff.


Performs a full range of duties which require the application of specialized knowledge regarding a particular program to self-direct administrative, secretarial, and specialized clerical tasks that are essential to the accomplishment of the office's desired services or products; performs a wide variety of specialized technical and advance level clerical work including maintaining accurate and detailed records and logs, verifying accuracy of information, researching discrepancies, and recording information; plans, organizes, and carries out assignments and special projects related to assigned area of responsibility; responds to specific and technical requests for information and assistance from the public, County staff, and representatives of other organizations; interprets regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints; researches and gathers information to provide accurate answers and information; resolves concerns and complaints; refers more technical questions or issues to appropriate County staff; ensures follow up to unanswered inquiries; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies specialized knowledge of departmental and program policies and procedures in determining completeness of applications, records, and files; collects, compiles, and analyzes information and data from various sources on a variety of specialized topics related to the assigned program; checks and tabulates statistical data; writes reports which present and interpret data, identify alternatives, and make and justify recommendations; prepares and assembles reports, manuals, articles, announcements, and other informational materials; organizes, coordinates, maintains, and updates office record keeping systems; enters and updates information within office activity and inventory files; prepares, copies, and distributes a variety of documents; ensures proper filing of copies in departmental or central files; monitors the usage of and copies documents used by the public and technicians as needed; coordinates calendars and makes meeting arrangements; schedules County staff meetings or meetings between County staff and other groups or organizations; arranges for necessary materials to be available at meetings; coordinates workshops and classes; assists with special event programs; coordinates reservations and use of equipment and facilities; oversees the day to day operations of the computer network system for the assigned office including installing, maintaining, troubleshooting, repairing, and modifying computer and network hardware, software, and peripheral equipment to ensure the proper and efficient operation of the assigned computer network; participates in the development and administration of the assigned program budget; composes, types, formats, and proofreads a wide variety of reports, letters, and memoranda; types from rough draft, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggests corrections to drafts; maintains confidentiality of sensitive information and documents; serves as receptionist; assists callers and visitors by directing them to appropriate County staff; answers questions and provides information; provides forms, applications, and other materials; may assist citizens and others in completing applications or forms; performs a variety of financial record keeping including collecting and depositing fees, preparing claims, purchase orders, and reports, and performing general office bookkeeping and accounting duties; operates a variety of modern office equipment including computers, word processors, and printers.

OTHER JOB RELATED DUTIES

Performs related duties and responsibilities as assigned.Knowledge of:

• Principles and practices of data collection and report preparation.
• Modern office practices, methods and computer equipment.
• Word processing methods, techniques and programs.
• Principles of business letter writing.
• Principles and procedures of record keeping.
• Techniques used in public relations.
• English usage, spelling, grammar, and punctuation.
• Basic accounting procedures and terminology.

Skill to:

• Operate modern office equipment including computer equipment.
• Type and enter data at a speed necessary for successful job performance.

Ability to:

• Learn the operations, activities, and functions of the assigned office.
• Learn, interpret, and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Learn and understand the organization and operation of the County and of outside agencies as necessary to assume assigned responsibilities.
• Learn the operational characteristics, functions, and procedures of the computer network system used in the assigned office.
• Learn to install, maintain, troubleshoot, repair, and modify computer and network hardware, software, and peripheral equipment.
• Perform responsible specialized clerical and secretarial work with accuracy, speed, and minimal supervision.
• Organize, maintain, and update office data base and records systems.
• File materials alphabetically, chronologically, and numerically.
• Independently prepare routine correspondence and memoranda.
• Schedule and coordinate projects; set priorities; adapt to changing priorities.
• Work cooperatively with other departments, County officials and outside agencies.
• Respond to requests and inquiries from the general public.
• Compile and maintain records and prepare routine reports.
• Communicate clearly and concisely, both orally and in writing.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted the course of work.

Education and Training Guidelines:

Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

Two (2) years of increasingly responsible administrative, secretarial, and clerical support experience. Experience in the specific area of assignment is desirable.

Training:

Equivalent to the completion of the twelfth grade supplemented by training in secretarial science, office management, public relations, or a related field.

Special Requirements:
Essential duties require the following physical skills and work environment:

Ability to work in a standard office environment. Some positions may require the ability to stand, walk, kneel, crouch, stoop, squat and twist; intermittent exposure to cold, heat, noise and outdoors; and availability for regular shifts that include the weekend.The application review process will include screening to ensure applications are complete and meet all minimum qualifications.  In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible.
 
Only the most qualified applicants who pass the minimum qualifications review, will be invited to the examination process which may be administered by a written examination, oral interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.
 
Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for the assessment listed below. Passing score is 70% out of 100%.

THE WRITTEN EXAM (100%) IS TENTATIVELY SCHEDULED FOR THURSDAY, APRIL 18, 2024

To move forward in the application process, you must complete an online application through our website https://www.governmentjobs.com/careers/maderacountyca. All job postings are also included via the TDD phone at 559-675-8970 and the 24-hour job line at 559-675-8685. Resumes may be uploaded but cannot be used in place of a completed application.  
 
For an open recruitment, applicants claiming veteran's preference must submit a copy of their DD-214 form along with the application. Candidates who attain ranking on an eligible list and are involuntarily called to active duty may be considered for eligibility reinstatement upon their return.
 
PLACEMENT ON THE ELIGIBLE LIST:
The Civil Service Commission may limit the number of qualified applicants eligible to participate in the examination process. If two or more candidates have the same total final score on an examination, they shall be ranked in order of their scores in that portion of the examination which has the greatest weight.  The names of two or more eligibles having final ratings which are identical shall be grouped on the eligible list as tie names with equal rank for certification and appointment purposes.
 
Candidates who are successful in all phases of the examination process will be placed on an eligible list, in rank order based on a calculation of their total score from the examination process. The eligible list established by this recruitment will be active for a minimum of six (6) months or one (1) year, unless otherwise determined by the Director pursuant to section 6-4 (b) and may be extended for up to an additional year by the Commission.  
 
PRE-EMPLOYMENT MEDICAL REQUIREMENTS:
As a condition of employment with the County of Madera, a candidate must submit to a Tuberculosis (TB) screening, and related follow up testing as necessary. Designated classifications* are also subject to a medical examination, which includes a review of medical history. TB screenings and medical exams are administered by the Madera County Public Health Department and/or health care professional designated by the County.
 
Designated classifications required to submit to an employment medical examination generally include those that are physical in nature or as may be required by law. If you have any questions about the pre-employment requirements, please contact the Department of Human Resources at (559) 675-7705 or hr@maderacounty.com.
 
ELIGIBILITY FOR EMPLOYMENT:
You will be required to submit verification of your identity and citizenship or legal right to work in the United States at the time of and as a condition of an offer of employment.
As a condition of employment, all prospective employees shall be required to be fingerprinted.

EQUAL EMPLOYMENT OPPORTUNITY
Madera County does not discriminate on the basis of race, color, religion, sex, gender, gender identity, gender expression, transgender status, national origin, age, disability (physical or mental), medical condition, pregnancy, genetic information, ancestry, marital status, sexual orientation, veteran or military status, political affiliation, or any other basis protected by Federal or State law.

Salary : $35,699 - $43,392