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Office Systems Specialist

Departmental Promotional

Recruitment #0518-RI0110-01

Introduction

***This recruitment is open to current employees of San Joaquin County Health Care Services Agency only***

This departmental promotional examination is being given to fill one vacancy in Information Systems Unit of Public Health Services (a division of the Health Care Services Agency), and to establish an eligible list which may be used to fill future vacancies. Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline.

This position will assist management and act as a liaison to efficiently utilize automation resources and provide support to end users on personal computer, software applications, and other related office automation issues with an emphasis on development of training and data management.  The ideal candidate will be a "super user" in various software applications and will be viewed as a resource in working with outside IT vendors and internal IT staff on software application enhancements.

Qualified applicants must be currently employed with a department of San Joaquin County Health Care Services Agency, which includes: Health Care Services, Behavioral Health Services, Public Health Services, Correctional Health Services, Emergency Medical Services, Veterans Services, and the Public Guardian/Conservator's Office.  Please refer to Civil Service Rules and Regulations regarding eligibility for promotional examinations under the Selection Procedures section of this announcement.

NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account on file, Human Resources will send you correspondences via US Mail.

 

TYPICAL DUTIES

  • Becomes familiar with personal computer software currently used within a department in order to train users and assist staff with data management; learns how to efficiently utilize software in order to address specific data management needs or problems; learns new program capabilities and how to utilize new software.
  • Develops personal computer training programs for departmental staff; writes and produces training manuals and other training tools; plans, schedules and conducts software and skills training sessions for staff, both individually and in groups.
  • Assists staff with software-related data management issues; may maintain specific databases or files; may learn to import data from other sources using computer languages such as Qbasic, Structured Query Language and Visual Basic; may perform data queries and searches; may produce data reports; may develop and create databases or files.
  • Helps staff to utilize appropriate software in order to design databases, electronic forms and/or other productivity tools; may help management staff evaluate hardware and software products; may recommend upgrades as needed; may assist staff in selecting and obtaining appropriate, cost-effective hardware and software.
  • May install application software; may perform limited hardware or peripheral installations; may do routine troubleshooting of minor hardware or software problems; may advise management regarding basic maintenance issues or recommend solutions for minor problems.
  • May act as a lead worker over subordinate staff.

MINIMUM QUALIFICATIONS

PLEASE NOTE: This is a departmental promotion. Qualified applicants must currently be employed with San Joaquin County Health Care Services Agency and meet the promotional eligibility requirements as stated in Civil Service Rule 10, Section 3-Eligiblity for Promotional Examinations

 

Education:  Completion of 60 semester units of coursework at an accredited college with a major in computer science, mathematics, accounting, public or business administration, including at least 6 units in computer science.

 

Experience: One year using office automation equipment and automated processes, including personal computers, which included responsibility for training users in the use of personal computers and/or computer automated processes.

 

Substitution:  Additional qualifying experience may be substituted for the required education on the basis of six months experience for one year of education. 

Special Requirement: Completion of certain course work or approved classes, or experience with specific operating systems, network operating systems or software programs may be required for assignment to specific departments.

KNOWLEDGE

Basic principles of personal computer hardware and software; basic office automation systems; principles and practices of modern office procedures; methods and techniques of training and staff development; principles and practices of clear and effective writing, including grammar, spelling and punctuation.

ABILITY

Learn and use a variety of personal computer software, including word processing, database and spreadsheet programs; learn programming languages and simple programming techniques; design and present training programs; develop and produce visual training materials; communicate effectively both orally and in writing; develop and maintain effective working relationships; follow oral and written instructions; research and evaluate office automation hardware and software; gather, analyze and organize information; train and direct subordinate staff as assigned.

PHYSICAL/MENTAL REQUIREMENTS

Mobility — Constant operation of keyboards; frequent sitting for long periods and walking; occasional pushing, pulling, bending, squatting and crawling; frequent driving; Lifting—frequently 30 pounds or less; Vision—constant use of good overall vision; frequent reading/close-up work; occasional color, depth, and peripheral vision; Dexterity—constant repetitive motion; frequent writing; occasional grasping, holding, reaching; Hearing/Talking—frequent talking/hearing in person and on the telephone; Emotional/Psychological—constant decision making and concentration; frequent public contact and working alone; occasional working nights and traveling; Environmental—frequent exposure to noise.

BENEFITS

Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021

Health Insurance:  San Joaquin County provides employees with a choice of three health plans:  a Kaiser Plan, a Select Plan, and a Premier Plan.  Employees pay a portion of the cost of the premium. Dependent coverage is also available. 

Dental Insurance:  The County provides employees with a choice of two dental plans:  Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan.  There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense.

Vision Insurance:  The County provides vision coverage through Vision Service Plan (VSP).  There is no cost for employee only coverage; dependent coverage is available at the employee’s expense.

For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. 

Life Insurance:  The County provides eligible employees with life insurance coverage as follows: 

 1 but less than 3 years of continuous service:                   $1,000
 3 but less than 5 years of continuous service:                   $3,000
 5 but less than 10 years of continuous service:                 $5,000
10 years of continuous service or more:                           $10,000
 

Employee may purchase additional term life insurance at the group rate.

125 Flexible Benefits Plan:  This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). 

Retirement Plan:  Employees of the County are covered by the County Retirement Law of 1937.  Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information.  NOTE:  If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance.

Deferred Compensation:  The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $18,000 or 100% of your includible compensation, whichever is less.  Individuals age 50 or older may contribute to their plan, up to $24,000. The Roth IRA (after tax) is also now available.

Vacation:  Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years.

Holidays Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year.  Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time.

Sick Leave:  12 working days of sick leave annually with unlimited accumulation.  Sick leave incentive:  An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue.  The employee must also be on payroll during the entire calendar year.

Bereavement Leave3 days of paid leave for the death of an immediate family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child.

Merit Salary Increase:  New employees will receive the starting salary, which is the first step of the salary range.  After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step.

Job Sharing:  Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources.

Educational Reimbursement Program:  Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year.  Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year.

Parking Supplemental Downtown Stockton:  The County contributes up to $17 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area.

School Activities:  Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities.

Selection Procedures

Civil Service Rule 10 – Section 3 – Eligibility for Promotional Examinations

To compete in a promotional examination, an employee must:

A. Meet the minimum qualifications of the class on or before the final filing date for filing applications.

B. Meet one of the following qualifying service requirements:

1. Have permanent status in the Classified Service.

2. If a probationary employee in Classified Service, must have served twelve (12) continuous and consecutive months immediately prior to the final filing date. Qualifying service under this rule may have been in either the Classified service or in any combination of Classified Service and service under a public employment program.

3. Public employment program employees who have served at least twelve (12) continuous and consecutive months immediately prior to the final filing date are eligible to compete in promotional examinations for entry level classes or a class equivalent to their current public employment class. For the purpose if this rule, an entry level class is defined as the lowest class in each class series excluding classes designated as trainee classes in the class title.

4. Employees in the Classified Service who have six (6) continuous months’ service in trainee classes or entry level classes, as defined above, shall be eligible for promotional examinations to the next higher class in that same series.

5. Temporary, contract, or exempt employees who have at least six (6) months of full-time service with the County within the last twenty-four (24) months and are currently employed with the County immediately prior to the final filing date are eligible to compete in promotional exams for entry level or trainee classes.

6. Contract or exempt incumbents of positions which are converted to classified service are eligible to compete in promotional exams for the classes of positions which they occupy if they have served 2080 continuous and consecutive payroll hours (equivalent to one (1) year) in the same or related classes of positions as the promotional class immediately prior to the final filing date.

7. A Part-time employee who is actively employed (on payroll) and who has worked 2080 continuous and consecutive hours in a class that is above entry level may compete in promotional recruitment for that classification.

C. Have a rating of satisfactory or better on the last performance evaluation, if applicable.

D. If a person whose name is on a promotional list is separated (except for layoff) the name shall be removed from the promotional list of the action.  

Employees who meet the minimum qualifications will go through one of the following examination process:

  • Written Exam: The civil service written exam is a multiple choice format.  If the written exam is administered alone, it will be 100% of the overall score.  Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list.
     
  • Oral Exam:   The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise.   The oral exam selection process is not a hiring interview.   A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list.  Top candidates from the eligible list are referred for hiring interviews.  If the oral exam is administered alone, it will be 100% of the overall score.  Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. 
     
  • Written & Oral Exam:  If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement.  Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list.
     
  • Rate-out:  A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. 

Note:  The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points.

Testing Accommodation:  Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date.   

Eligible Lists:   Candidates who pass the examination will be placed on an eligible list for that classification.  Eligible lists are effective for one year, but may be extended up to two additional years by the Civil Service Commission.  

Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods.

  • Rule of Five:  The top five names will be referred for hiring interviews.  This applies only to department or countywide promotional examination.

Physical Exam:  Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities.

Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when;

·         They are related to the Appointing Authority or

·         The employment would result in one of them supervising the work of the other.

Department Head may establish additional limitations on the hiring of relatives by departmental rule.

HOW TO APPLY

Apply Online:       

www.sjgov.org/department/hr

By mail or in person:  

San Joaquin County Human Resources

44 N. San Joaquin Street Suite 330

Stockton, CA 95202                                  

 

Office hours:               
Monday – Friday 8:00 am to 5:00 pm; excluding holidays.

Phone:  (209) 468-3370 

 

Job Line:

For current employment opportunities please call our 24-hour job line at (209) 468-3377. 

When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. (The County assumes no responsibility for mailed applications which are not received by the Human Resources Division).  

San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees.

Equal Opportunity Employer:  San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation.  For more information go to
www.sjgov.org/department/hr/eeo.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
View and print the official application form as an Acrobat pdf file. scannable paper application A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in.
Contact us via conventional means. You may contact us by phone at (209) 468-3370, or by email, or apply for a job in person at the San Joaquin County Human Resources Division.

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San Joaquin County
Human Resources Division  Stockton, CA 95202
E-mail | Phone: (209) 468-3370 | 8am - 5pm M-F | Powered by JobAps