Office Specialist

County of Orange
Full Time $43,992 - $58,281 Per year CA Orange County Domestic Agency, 302 W La Veta Ave # 200, Orange, CA 92866, United States
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Overview

CAREER DESCRIPTION


In addition to performance-based merit increases, this position is scheduled to receive salary range increases on the following dates:
 
Effective June 28, 2024 – 4.25% increase
Effective June 27, 2025 – 4.00% increase

Salary may be negotiable within the range listed above, based on position requirements and successful candidate's qualifications, subject to appropriate authorization.

OPEN TO THE PUBLIC
This recruitment will establish an open eligible list. The eligible list established through this recruitment will be used to fill current/future vacancies in the County Executive Office and Health Care Agency and/or any other agencies within the County of Orange. This recruitment may also be used to fill positions in similar and/or lower classifications throughout the County of Orange.

DEADLINE TO APPLY
Qualified applicants are encouraged to apply immediately, as the recruitment will close on
Tuesday, July 2, 2024 at 11:59 PM (PST).
The first round of consideration is Monday, June 3, 2024.The second round of consideration is Monday, June 10, 2024.The third round of consideration is Monday, June 17, 2024.The fourth round of consideration is Monday, June 24, 2024.Qualified applicants are encouraged to apply immediately.
COUNTY OF ORANGE
The is California's third most populous county, with more than 3 million residents and 34 cities. It is one of the region's largest employers, with a workforce of about 18,000. Working for the County offers a variety of opportunities for career development and growth, and the job satisfaction of serving the public and contributing to efforts that make a difference in people's lives.

COUNTY EXECUTIVE OFFICE
There are immediate vacancies with The , implements policies of the Board of Supervisors, supports County departments, oversees the County's infrastructure and real estate assets, prepares the annual County budget, and assists the public. County Executive Officer Frank Kim is the highest-ranking appointed executive in the County and works with members of the Board of Supervisors and their staff, elected and appointed department heads and the County's 18,000 employees to oversee the provision of essential government services through 22 departments. The County Executive Office is organized into six divisions: County Operations, Finance, Human Resource Services, Information Technology, Real Estate, and Government & Community Relations. 

THE OPPORTUNITY
The immediate vacancy is with The County Executive Office, Human Resources in Employee and Labor Relations. The Office Specialist in Employee and Labor Relations includes assisting with countywide programs such as the Department of Justice Live Scan processing, Department of Transportation Drug & Alcohol testing, and DMV Employee Pull Notice (EPN) and may include the following:
  • Providing assistance with administering countywide programs
  • Providing administrative support and assistance with grievance processing, recruitment complaints, negotiations, and arbitrations
  • Maintaining confidential and/or sensitive information
  • Adapting to competing priorities and address urgent requests
  • Demonstrating great time management
  • Exercising excellent judgment and discretion
  • Providing exceptional customer service
  • Use of various technology applications
  • Other duties as needed
HEALTH CARE AGENCY
The immediate vacancy is with The County of Orange,
HCA is a dynamic organization dedicated to creating and supporting an environment that promotes the achievement of optimal individual, family, and community health. Under the direction of the Agency Director, a new and dynamic executive team with an organizational structure comprised of five (5) service areas - Strategy and Special Projects, Behavioral Health Services, Correctional Health Services, Medical Health Services, and Public Health Services - is committed to meeting the health needs of the diverse Orange County community.

THE OPPORTUNITIES
The Office Specialist opportunities supporting Health Care Agency will vary depending on the needs of the service area but will be exercising discretion and maintaining confidential and/or sensitive information as dictated by the assignment and may include the following:
  • Adapting to competing priorities
  • Gathering & maintaining program statistics
  • Facilitating specialty clinic appointments
  • Working in a busy medical unit, preferably in correctional health/emergency shelter care facilities
  • Providing exceptional customer service 
  • Familiar with back office and support duties 
  • Familiar with the Electronic Health Records (HER) system
  • Familiar with front office duties 
  • Familiar with medical billing
  • Demonstrating great time management 
  • Incumbents may need to work alternating weekends/holidays
  • Other duties as needed
The Office Specialist for most County vacancies will be responsible for the following:
  • May interact/assist with the public or others in difficult situations which require obtaining necessary information in order to gain cooperation.
  • May compile a variety of narrative and statistical reports by locating sources of information, devising forms to secure data and determining proper format for finished report.
  • Answer questions that involve searching for and abstracting technical data and detailed explanations of regulations, policies or procedures and refer to immediate supervisor only matters requiring policy decisions.
  • As a continuing primary responsibility, perform complex office work involving the analysis of a variety of source materials and a thorough understanding of policies, procedures, terminology and various applicable regulations in order to obtain necessary data.
  • May act as lead worker for employees in the same or lower level classes; assist in training new employees; act for supervisor in his or her absence.
  • In addition to the primary responsibilities, may perform a variety of keyboarding duties including typing, data entry, manipulation, retrieval of information; and other general office duties.
CORE COMPETENCIES
Candidates will possess experience with the following core competencies:

Customer Service
  • Interacting in a professional and courteous manner 
  • Anticipating and meeting customer needs
  • Establishing productive and professional relationships with customers
Communication Skills
  • Valuing and participating in a free flow of information with others for the sake of a common goal
  • Demonstrating the principles of writing and grammar, in order to clearly and articulately convey complex information in a timely manner
  • Bilingual skills are highly desirable
Technical Knowledge | Office Experience
  • Maintaining and managing pertinent information by creating documents, spreadsheets, and other related documents using current computer systems and programs
  • Performing complex record keeping by being detail oriented with a high level of accuracy 
  • Processing, registering, and issuing public documents
  • Performing monetary transactions
Analytical Skills
  • Reading and interpreting complex policies, regulations, and guidelines
  • Exercising discretion and maintaining confidential and/or sensitive information as dictated by the assignment
  • Gathering, compiling, analyzing, and presenting data/information verbally and in writing
MINIMUM QUALIFICATIONS
Click 
to view the minimum qualifications for the Office Specialist classification as the physical & mental requirements and the environmental conditions.
 
NOTE: Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the 
 
RECRUITMENT PROCESS 
Human Resource Services (HRS) will invite candidates who have indicated meeting the minimum qualifications to participate in an online assessment. After passing the assessment, HRS will screen all application materials for minimum and desirable qualifications. Those who meet minimum and desirable qualifications will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the recruitment.
 
Supplemental Response Auto Screening
Only applicants who have indicated meeting the minimum qualifications based on their responses to the supplemental questions will be invited to participate in one or more job-related assessments.


Online Assessment(s) (100% Weighted)
Applicants will be notified of their test date and access code, if applicable. After the assessment is completed and scored, only those applicants who are most competitive will be referred to the next step in the recruitment process.
 

Application Screening by Human Resource Services (HRS)
After the assessment is completed, applications will be reviewed to confirm if information provided demonstrates the minimum qualifications. Only the candidates who meet the minimum qualifications will be referred to the next step regardless of their score on the assessment.


Based on the Department's needs, the selection procedure listed above may be modified.
All candidates will be notified of any changes in the selection procedure.
 
Eligible List
Once the application screening has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies.
 
Please note: The information you provide on your application and/or response to the supplemental questions may be used as a scoring device, so please be thorough and complete in your response. "See Resume" is not a qualifying response and will not be scored in lieu of the required information.

 
Veterans Employment Preference Policy (VEPP)
The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click 
to review the policy.
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