Administrative Office Professional I/II

Description

Administrative Office Professional I (AOP): Hourly rate of$22.99 - $27.64, plus bilingual and uniform allowance when applicable. Benefits Info HERE.
Administrative Office Professional I - Restricted. These positions are regularly privy to the decisions or recommendations of County management affecting employer-employee relations. These employees are in the confidential-unrepresented bargaining unit. AOP I - Restricted Hourly Rate: $23.23 - $27.90, plus bilingual allowance when applicable. Benefits Info HERE.
Note: Applicants from other public sector employers may qualify for:

• Retirement reciprocity
• Time and service credit towards an advanced vacation accrual rate

Location of Vacancies : We are accepting applications to establish one employment list to fill current and future vacancies in multiple locations (Santa Barbara, Santa Maria, Santa Ynez, Lompoc, Carpinteria, etc.) for full-time and part-time positions . Please make sure you select on your application which location(s) and department(s) you are willing to accept current and future employment.
THE POSITION: The Administrative Office Professional class is a position that is within 19 departments of the County of Santa Barbara. Each Administrative Office Professional position may be different depending on the needs of the department and the nature of the work that you will be performing. The current vacancies are in the Clerk Recorder Assessor's Office, Behavioral Wellness Department, and the Information Technology Department.
For additional information about our County Departments, please visit this link:
Examples of Duties

Description
Class Concepts / Examples of Duties:
Value to the Organization
* Performance of routine clerical and other related tasks in an assigned work area
Level of Work
* This is the entry-level in the Administrative Office Professional series
* Incumbents apply knowledge of basic and commonly used procedures, workflow, methods, and techniques associated with routine clerical work to perform routine tasks while learning how to perform the full-range of clerical work found in the work area
Independence of Action and Decision Making
* Incumbents work within clearly established parameters
* Incumbents are given limited opportunities to use independent judgment
Supervision Received
* Work is regularly monitored; in some situations, supervisory control is provided through the structured nature of the work itself; in other cases, the supervisor maintains control through review of the work by spot checking progress and reviewing completed work for accuracy, completeness, and adherence to instructions and established procedures
* Incumbents perform work as instructed and are directed to seek advice on matters not specifically covered, clearly defined, or easily located in the instructions or guidelines
Supervision Exercised
* None
Advancement
* Incumbents are eligible for advancement to the Administrative Office Professional II level upon meeting the minimum experience requirement of one year of service in this class, fulfilling the advancement skill development requirement, and demonstrating satisfactory performance on the job as indicated on the most recent Performance Plan and Evaluation Form
COMPETENCIES
Class Competencies
Incumbents acquire and demonstrate the following competencies while performing work at the Administrative Office Professional I level:
Desktop Computing
* Basic knowledge of and skill in using office automation software, including Microsoft Word and Outlook, involving desktop computing, keyboarding, data entry, receipt and transmission of electronic mail, and other skills that involve related steps covered by specific instructions
Oral Communication
* Skill to speak with sufficient clarity and select appropriate words to convey standard information in a positive manner and select alternative words when needed
* Skill to listen to and understand lengthy questions, complaints, and explanations
* Skill to use words and body language that show empathy and understanding
Written Communication
* Skill to check and compare information on documents to detect inconsistencies, incompleteness, and errors in transferring information
* Skill to prepare accurate messages
* Skill to compose simple correspondence using good grammar and word usage
Customer Focus and Business Orientation
* Skill to ask appropriate questions to understand the customer's needs and to select customer service techniques and methods to make a positive impression and get standard information across to the customer in a courteous, relationship-building manner
* Skill to use an understanding of County departments and organizational structure to serve customers
* Understanding of departmental programs to prioritize and respond to service requests
* Skill to understand and follow confidentiality and privilege procedures
Team Work
* Skill to work as a member of a work team demonstrating ability to accept and share responsibility
Problem Solving
* Skill to define common problems and choose appropriate solutions from a fixed set of alternatives
Interpersonal Interaction
* Skill to develop sound professional relationships with public, internal customers, and co-workers
* Skill to avoid behaviors that lead to conflicts with others
Math
* Skill to add, subtract, multiply, and divide fractions and percentages
Core ACE Competencies
All Administrative Office Professionals are expected to possess and demonstrate the following competencies, which are required for demonstration of the County's ACE values (accountability, customer-focus, and efficiency):
Job Knowledge/Skills
* Possesses skills and knowledge to perform job
* Stays up to date with changing technology and other requirements of the job
Quality
* Produces work that is accurate, thorough, and neat
* Produces work that is complete
Productivity/Effectiveness
* Effectively uses time, equipment, materials, and resources
* Plans and organizes work to accomplish assigned duties
* Anticipates work that needs to be accomplished
Attendance/Punctuality
* Is at work on time and is ready to work
* Adheres to work schedule
Accountability
* Follows policies and procedures
* Understands priorities and makes appropriate decisions
* Maintains confidentiality
* Recognizes and accepts responsibility for work assigned and performed

Employment Standards

The following job-related competencies are required upon entry to this class for successful performance of essential functions and for demonstration of the County's ACE values:

• Skill to use computer operating system, word processing, and email software at a level necessary to create documents and send and respond to email messages
  
• Use alphabetic computer keyboard with skill and accuracy
  
• Use complete English sentences and paragraphs to correctly organize and convey information
  
• Correct use of English parts of speech, sentence structure, vocabulary, and word usage
  
• Skill to add, subtract, multiply, and divide whole numbers and decimals
  
• Skill to meet and interact with the public and co-workers courteously and professionally
  
• Skill to file information alphabetically, numerically, and chronologically
  
• Skill to write and print legibly, clearly, and uniformly to record information

ADDITIONAL INFORMATION: Some positions may perform duties inside a locked facility. Those duties may include performing personal searches of prisoners, accompanying Sheriff's Deputies on required rounds into detention dormitories, and during transport of prisoners and interacting with hostile and occasionally derisive individuals.
LICENSES AND CERTIFICATES: Possession of a valid and appropriate California Driver's License is required for some positions.
BACKGROUND CHECK: Some positions require the applicant to pass a background investigation. Current or excessive use of drugs, sale of drugs, serious criminal history, or deception relating to employment history may bar employment.
SHIFT WORK AND WEEKENDS: Some positions in this class require shift and weekend work.
Supplemental Information

SELECTION & EXAMINATION PROCESS

• R eview applications and supplemental questionnaire to determine those applicants who meet the employment standards.
• Online O ffice Professional Assessment . Candidates will be required to successfully pass the online office professional assessment. Candidates who advance to this step will be notified by email with instructions to complete assessment. The deadline to complete the assessment will be clearly stated in the invitation. Candidates must complete and pass this assessment to continue in the selection process.

Candidates must receive a percentage score of at least 70 on the online administrative office professional examination to be placed on an employment list. An adjustment may be made to raw scores based on factors listed in Civil Service Rule VI. Those candidates who are successful in the selection process will have their names placed on the employment list for a minimum of three months. At the time the employment list is established, all candidates will receive an email notice of their score on the exam(s), rank on the employment list, and exact duration of the employment list.
NOTE: Veteran's preference credit is applicable for this recruitment (5 points for veterans, 10 points for disabled veterans). To be eligible for this credit, you must be applying for this position within five years from your most recent date of: (1) honorable discharge from active military service; or, (2) discharge from a military or veterans' hospital where treatment and confinement were for a disability incurred during active military service; or, (3) completion of education or training funded by a Federal Educational Assistance Act. No time limit exists for veterans with 30% or more disability.
To receive veteran's preference points, you must: (1) check the Veteran's Preference Points box on the employment application form; and (2) submit a copy of your Form DD214 and, if applicable, VA certification of disability rating, to the Human Resources Department on or before the online assessment examination date; and (3) pass all phases of the examination process. The preference points will be added to your final test score.
Recruiters will communicate with applicants by e-mail during each step in the recruitment process. Applicants are reminded to check spam filters continuously during the Recruitment & Selection Process steps listed above to ensure they do not miss required deadlines.
Conditional Job Offer: Once a conditional offer of employment has been made, candidate will be required to successfully complete a background check, which includes a conviction history check, and satisfactory reference checks. For some departments, the selected candidate's appointment is also contingent upon successful completion of a Live Scan.
The Public Health Department (PHD) requires all employees working in direct contact with patients or clients in a high-risk environment to comply with the PHD Employee Immunizations policy. This can be accomplished by providing documentation of immunizations, submitting laboratory immune titers demonstrating adequate immunity, or obtaining required vaccinations. A list of requirements, based on the specific program, will be sent at the time an offer letter is presented to the selected candidate(s) and initial documentation will be required at this time.
BACKGROUND INVESTIGATION AND MEDICAL EVALUATION: District Attorney, Child Support Services, and SBCERS conduct a background investigation. Current or excessive use of drugs, sale of drugs, serious criminal history, or deception relating to employment history may bar employment. Other departments may require an extended background check including credit history; this is at the discretion of each department.

• Background Investigation: includes an interview and in-depth background investigation of arrest records, personal, military, credit, and employment history; inquiry of persons who know you and evaluate whether you respect the law and rights of others; are dependable and responsible; have demonstrated mature judgment in areas such as the use of drugs and intoxicants; are honest; and a safe driver.

All Positions : Appointees may be subject to a post-offer medical evaluation or examination. The appointee must satisfactorily complete a one-year probationary period.
REASONABLE ACCOMMODATIONS : The County of Santa Barbara is committed to providing reasonable accommodation to applicants. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter listed on the job posting. We require verification of needed accommodation from a professional source, such as a Medical Provider or a learning institution.
Disaster Service Worker: Pursuant to Governmental code section 3100, all employees with the County of Santa Barbara are declared to be disaster service workers subject to such disaster service. Activities as may be assigned to them by their superiors or by law.
Vaccination Verification and Testing: This position may be subject to State Health Officer Orders (SHOOs) or County policy regarding vaccine verification and/or testing. Please contact the hiring department for more information.
Statement of Commitment
The County of Santa Barbara is dedicated to cultivating and sustaining an environment that exhibits equity and inclusion everywhere, and at all levels of our organization. The County believes equity is a fundamental principle that must be imbedded in policies, institutional practices and systems. The County recognizes the negative impacts of systemic racism and is committed to eliminating the barriers affecting our Black, Latinx, Indigenous, and Asian community members, as well as people of other diverse racial and ethnic backgrounds. We envision a world where society and its systems (e.g. education, criminal justice, and health care, housing the economy) are just, fair, and inclusive, enabling all people to participate and reach their full potential.
We celebrate community and employee diversity, strive for inclusion and belonging, and promote empowered participation. We aspire to build a workforce that is reflective of these values and the communities we serve. We are proud to be an equal opportunity employer and will resolutely uphold federal, California state law and/or Santa Barbara County ordinances.
We believe equity and inclusion are vital to fulfill the County's mission and to embody a culture of "One County, One Future." Expanding the full range of employee talent allows the County to deliver our best to all our community members.
We believe in the dignity and humanity of all people. We strive for a healthy and prosperous society that promotes all people having equitable access and opportunity.
APPLICATION AND SUPPLEMENTAL QUESTIONNAIRE DEADLINE: Friday, November 15, 2024 at 4:59 PM, PST ; postmarks not accepted. Applications and job bulletins can be obtained 24 hours a day at
Leza Patatanian, Employment Analyst,