Office Assistant Specialist - Treasurer Tax Collector

About the role

This department promotional opportunity with the San Joaquin County Treasurer Tax Collector is to fill one full-time Office Assistant Specialist vacancy and to establish an eligible list which may be used to fill future vacancies.

Responsibilities

• Provides specialized and complex information, including specific program-related information, to managers, patients, clients, outside agencies and others;
• Researches difficult and complex issues;
• Completes complex forms for the purpose of documenting specialized program-related information;
• Searched for, received and explained complex rules, regulations, policies, procedures and technical office operations;
• Interprets and applies external laws, regulations, ordinances and policies as they relate to clerical/technical/financial functions;
• May issue complex documents;
• Provides customer service in a calm, helpful and effective manner;
• Gathers, processes and maintains specialized and complex information related to departmental operations;
• Asked in-depth questions of patients, clients, and others;
• Identifies customer needs and seeks to match those needs with program services;
• Codes, files and retrieves documents and records using various alphabetical, numerical, coded and computerized filing systems;
• Researches, compiles, maintains and processes statistical, financial and/or other numerical data to support specialized office functions;
• Coordinates and/or performs routine work related to personnel, payroll, budgetary, purchasing, inventory, and/or other administrative functions;
• Performs complex accounts payable/receivable and billing procedures, applying advanced knowledge of technical program requirements;
• Maintains ledgers and accounts;
• Enters data into worksheets;
• Matches invoices with orders, reviewing and verifying for completeness, accuracy, and appropriateness as assigned;
• Computes, collects and receipts monies and fees, including large sums;
• Adjusts accounts within limits of authority;
• May develop and maintain spreadsheets and databases, either by hand or computer;
• Maintains data and develops reports for budget purposes;
• Performs clerical/technical/financial case management, applying advanced knowledge of administrative, legal, financial and/or program-related requirements;
• Researches, reviews, and resolves complex case issues;
• Determines, maintains and tracks case information and status;
• Identifies needed documents and/or actions;
• Contacts and meets with clients, victims, parolees, patients and others to obtain forms/documents, arrange payments/services and help them meet obligations;
• May advocate on behalf of clients within limits of authority;
• Coincides case activities with managers, professional staff, and/or other work units as appropriate;
• Prepares a variety of difficult reports and documents requiring advanced knowledge of specialized subject matter including, but not limited to court orders, petitions, subpoenas, insurance claims, treatment authorization forms;
• Reviews complex legal, custody, health care and other records to identify needed information;
• Applies complex codes and requirements for reimbursement and other purposes.

Requirements

• One year of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service.
• Three years of general clerical, secretarial and/or office technical work, including at least one year functioning at a full-journey level.
• Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience.
• Possession of an acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute.
• Possession of an acceptable proficiency certificate in one or more computer software programs.

Qualifications

• One year of business training in an approved vocational training program may substitute for one year of the above-required experience.

Skills

• Advanced office practices and procedures;
• Standard clerical accounting methods and practices;
• Principles of planning and organizing work;
• Methods of researching, gathering, organizing and reporting data;
• Personal computer systems and general office computer software;
• Public relations techniques;
• Advanced interviewing techniques;
• Advanced filing and record keeping systems;
• Complex correspondence and report formats;
• Arithmetical operations related to advanced clerical/technical/financial processes;
• Basic principles of training and supervision;
• Advanced cash handling procedures.

Benefits

Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021. Health Insurance, Dental Insurance, Vision Insurance, Life Insurance, 125 Flexible Benefits Plan, Retirement Plan, Deferred Compensation.