Job: Office Assistant I/II (Open & Promotional)

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Job Description

Overall Job Objective

Job Title:Office Assistant I/II (Open & Promotional)
Closing Date/Time:Thu. 01/18/18 11:59 PM Pacific Time
Salary:$18.38 - $26.42 Hourly
$1,470.40 - $2,113.60 Biweekly
$3,185.87 - $4,579.47 Monthly
$38,230.40 - $54,953.60 Annually
Job Type:Full-Time
Location:San Mateo County, California
Office Assistants I/II are employed by most County departments and provide a variety of routine to moderately difficult office support tasks such as typing, word processing, filing, recordkeeping, photocopying and receptionist services. They receive and screen visitors and telephone calls; take messages; type routine correspondence, reports and other documents; proofread typed material for accuracy, completeness and correct English usage; enter, edit and retrieve a variety of information; research and collect data from several sources; gather material for meetings, prepare agendas and type minutes of meetings; make travel arrangements for others; order office supplies; receive, sort and forward mail to office staff; and serve as a back-up for clerical co-workers who are absent from the office.

The salary ranges for the two classifications are listed below. Hiring managers determine the starting salaries based on job finalists' relevant experience, education, knowledge, skills and abilities.

Office Assistant I classification: $2680 - $3351/month
Office Assistant II classification: $3662 - $4578/month

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.
 Examples Of Duties:
Duties may include, but are not limited to, the following:
  • Act as receptionist and receive and screen visitors and telephone calls and take messages; provide factual information regarding County or unit activities and functions which may require some interpretation of rules, policies and/or procedures.
  • Type correspondence, reports, forms and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions, using a typewriter or word processor; may compose standard correspondence from brief instructions.
  • Proofread and check typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling.
  • Enter, edit and retrieve data and prepare periodic or special reports from an on-line or personal computer system following established formats and menus.
  • Prepare and update a variety of reports and record which may require the use of arithmetic calculations and consolidating materials from several sources.
  • Maintain records and processes forms, such as work orders, purchase requisitions and others specific to the organizational unit; may make arithmetic or basic statistical calculations.
  • Establish and maintain office files; research and compile information from such files; purge files as required.
  • Review computer-produced and typed reports for accuracy, research exemptions and make corrections as required.
  • May compile materials for meetings, prepare agendas and attend such meetings to take summary notes as required.
  • Operate standard office equipment, including word processors, personal or on-line computers, facsimile equipment and central telephones.
  • Perform such office support activities as opening and distributing mail, processing outgoing mail, erasing dictation tapes, making travel arrangements and preparing purchase requisitions.
  • Provide off hours support as required.
  • Perform related duties as assigned.


Education and Experience: A typical way to qualify is:

Office Assistant I: Any combination of education and experience that provides the required clerical knowledge, skills and abilities.

Office Assistant II: At least one year of clerical or office support experience in a business office.

Special Requirements: Some positions may require the ability to type at a rate of 40 net words per minute from printed copy. Some positions may also require the applicant to obtain and maintain a security clearance as a condition of employment.

Knowledge of: Standard business office practices, procedures and equipment; business letter writing and the standard format for typed materials; basic business data processing principles and the use of word processing or personal computing equipment; correct English usage including spelling, grammar and punctuation; business arithmetic; and basic recordkeeping principles and practices.

Skill/Ability to: Perform detailed office support work accurately; compose routine correspondence from brief instructions; operate standard office equipment including a computer; use initiative and sound independent judgment within established guidelines; prioritize work and coordinate several activities; organize and maintain files and records; make accurate arithmetic calculations; establish and maintain effective working relationships with those contacted in the course of the work; and understand and carry out oral and written directions.
Open and Promotional. Anyone may apply. Current San Mateo County and San Mateo County Superior Court employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help/term position prior to the final filing date will receive five (5) points added to their final passing score on this examination. Responses to the supplemental questions must be submitted in addition to our regular employment application form.

The examination will consist of a written test (weight:100%). All tests will be held in San Mateo County, California. Applicants must participate at their own expense. Qualified applicants will be notified of the date, time and place of the tests. Applicants must adhere to the dates listed below. Applicant requests for alternate test dates and times will not be granted. 
IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply Online" button above or below. If you are not on the County's website, please go to to apply.

Qualified applicants will be notified of the date, time and place of the tests, which will be given in San Mateo County, California. Please make sure to read your notices carefully. Applicants must participate at their own expense and must adhere to the dates listed below. Applicant requests for alternate test dates will not be granted. Accommodations for special medical conditions will be considered on a case-by-case basis. It is the applicants' responsibility to notify the County Human Resources Department at (650) 363-4303 if their appointment notices for the written examination is not received 5 working days prior to the event.

Applicants are encouraged to visit libraries or bookstores to read literature on how to take written tests and interviews for government jobs. The County does not recommend nor endorse specific books to read. Job seekers should ask the librarians or store managers for guidance in selecting appropriate study aids.

Recruitment Opens: January 12, 2018
Recruitment Closes: January 18, 2018
Written Test: Saturday, February 3, 2018
At the County of San Mateo, we welcome and celebrate the diversity of our employees, and strive to create a workplace where they feel valued every day.  County of San Mateo is proud to be an Equal Opportunity Employer.

HR Contact: Jennifer Reyes (011218) (Office Assistant I/II - E334/E335)

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