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 and Behavioral Wellness Department.
For additional information about our County Departments, please visit this link: http://www.countyofsb.org/deptlist.sbc
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 may be 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.