Office Supervisor - San Joaquin General Hospital

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Job Description
This examination is being given to fillone vacancyin the Emergency Registration (Admitting) departmentof San Joaquin General Hospital and to establish an eligible list 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.
NOTE: The current vacancy is for the evening shift 3pm to 11:30pm.
PLEASE NOTE:
This is a department promotional opportunity. Qualified applicants must currently be employed with San Joaquin General Hospital and meet the promotional eligibilityrequirements as stated in Civil Service Rule 10, Section 3-Eligibility for Promotional Examinations.
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 Functions as a first-level supervisor, usually over a medium to large-sized clerical unit; assigns, reviews, directs and evaluates the work of subordinate clerical staff; ensures that work is distributed to maintain the flow and quality of work performed within established standards. Orients new employees to the unit and provides training; ensures that staff understand and comply with unit policies, procedures, and standards; interprets rules, regulations, and procedures; provides interpretation of policies based on management expectations. May perform highly complex work within the unit, which may include the provision of basic quasi-administrative/analytical support to managers, supervisors, professionals and other staff; gathers, analyzes and maintains specialized and complex information related to a wide range of departmental operations; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; coordinates and/or performs departmental personnel, payroll, purchasing, inventory, systems maintenance and/or other functions; may perform highly-advanced clerical accounting duties; prepares summaries of unit activities; prepares reports and correspondence related to unit activities. Prepares a variety of difficult and complex reports, letters, resolutions and other documents; maintains and monitors complex work logs and tracking systems; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; develops and maintains complex spreadsheets and databases, either by hand or computer; develops forms, form letters and related documents; may modify or create basic software applications. May develop and recommend office policies; reviews office procedures and recommend changes to improve office efficiency and effectiveness; implements changes to office policies and procedures. As an incidental duty, may provide secretarial support to managers and/or other staff; serves as a liaison between superiors and staff; receives and screens visitors and callers and exercises considerable judgment in their disposition; schedules meetings and appointments for superiors; makes travel arrangements; interprets and explains a limited range of specialized or technical information; may take and transcribe minutes at meetings, conferences or hearings.
MINIMUM QUALIFICATIONS
PLEASE NOTE: This is a department promotional opportunity. Qualified applicants must currently be employed with San Joaquin General Hospital and meet the promotional eligibilityrequirements as stated in Civil Service Rule 10, Section 3-Eligibility for Promotional Examinations.
Either I
Experience : One year of work at a level equal to or higher than Office Assistant Specialist in San Joaquin County service.
Or II
Experience : Two years of work at a level equal to or higher than Senior Office Assistant in San Joaquin County service.
Or III
Experience : Four years of general clerical, secretarial and/or office technical work, including at least two years performing duties at or above a full-journey level.
Substitutions : a) One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience.
And
Certificates : If required by the nature of the assignment, 1) Possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) Possession of an acceptable proficiency certificate in one or more computer software programs.
Special Requirement : Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the assignment , demonstrated general or software-specific computer proficiency may be required prior to appointment.
Note:
Supplemental application must be submitted with employment application.
KNOWLEDGE
Principles and practices of employee supervision and training; general office practices and procedures; principles and practices of prioritizing, planning and organizing work; clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical methods of researching, gathering, organizing and reporting data; fundamental analytical principles and processes; personal computer systems and general office computer software; public relations and interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; clerical accounting methods and practices.
ABILITY
Provide first-level supervision over a large group of clerical/office technical/secretarial employees; perform basic quasi-administrative/analytical work to assist management with various specialized office activities; research, interpret, and apply laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations.
PHYSICAL/MENTAL REQUIREMENTS
Mobility
-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting
-Frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual
-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking
-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological
-Frequent decision making, concentration, and public contact; Special Requirements
-Some assignments may require working weekends, nights, and/or occasional overtime; Environmental
-Occasional exposure to varied weather conditions.
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 ****Accommodations for those covered by the Americans with Disabilities Act (ADA):
San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
BENEFITS
Employees hired into this classification are members of a bargaining unit which is represented bySEIU 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 ****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 ****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 Leave
: 3 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. Probationary, part-time, or temporary employees who have worked a minimum of 1040 hours in the previous 12 months or previous calendar year.
3. Exempt employees who have worked a minimum of 2,080 continuous and consecutive hours.
C. Have a rating of satisfactory or better on the last performance evaluation.
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.
Employeeswho 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 **** 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 nine months, but may be extended by the Human Resources Director for a longer period which shall not exceed a total of three years for the date esblished.
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:
****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.
****
Job Line:
For currentemployment opportunitiesplease callour 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 ****Click on a link below to apply for this position:
Fill out the Supplemental Questionnaire and Application NOW using the Internet.
Apply Online 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.
A San Joaquin County application form is required for this recruitment. You may print this Acrobat PDF document and then fill it in. ****, or by email
, or apply for a job in person at the San Joaquin County Human Resources Division.
Closing Date/Time: 3/4/2022 11:59:00 PM
Job Address
Stockton
California
United States
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Employer:
San Joaquin County, CA
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About San Joaquin County
San Joaquin County -
Greatness Grows Here
The County offers a unique opportunity to enjoy natural California beauty and nature, or music, arts and culture - from the waters of the Delta to the vast vineyards, San Joaquin County has it all. The region boasts some of the finest opportunities in the state for boating, fishing, camping, history-gathering, or just plain fun in the sun. For those times when a change of pace is desired, San Francisco, Lake Tahoe and Yosemite National Park are all within 90 minutes of San Joaquin County.
San Joaquin County is one of the most agriculturally rich regions in California. Twenty-four thousand acres of farmland are dedicated to the production of asparagus. Wine grapes are also a leading crop in the county and wineries and vineyards have sprung up from Stockton to Lodi. Lodi was named Wine Enthusiasts Wine Region of the Year in 2015.
The regional arts and culture scene offers treasures such as the Haggin Museum, San Joaquin County Historical Museum, and the Children's Museum of Stockton. The Stockton Symphony, San Joaquin County Ballet, Bob Hope Theater, and Stockton Civic Center are popular venues for entertainment.
San Joaquin County also has a robust educational environment. The County’s 17 school districts provide families with a wide array of choices for their children's educational development. The University of the Pacific, California State University, Stanislaus - Stockton Center, Humphreys College and School of Law, National University and San Joaquin Delta Community College offer a variety of choices for advanced education.
Homes and apartments are plentiful and the median home price in the San Joaquin County is affordable compared to other nearby areas. Convenient, comfortable housing is available in most sections of the County. New homes abound in both the south and north area; historic homes are found primarily in central Stockton and downtown Lodi.
COUNTY EMPLOYMENT
One of the richest benefits offered to County employees is the opportunity to be a public servant and provide essential services to the constituents of San Joaquin County. Employees are proud that their hard work makes a difference in the community and receive great satisfaction that there is a link between their service and the betterment of the quality of life in San Joaquin County.
The County provides career employment opportunities in many areas including law enforcement, social services, health services and many more. The County employees over 6,000 full time employees and serves a population of over 700,000 residents. The County operates a jail, hospital, children’s shelter, and several regional parks.
There are many opportunities for career progression within San Joaquin County in the fields of accounting, clerical support, dispatching, medical records, hospital patient registration, social services, eligibility work, social service case management, public safety, and many other areas. Visit our website to see classification descriptions of positions and to seek information about County departments.
COMPENSATION and BENEFITS
In addition to competitive base salary, most full time positions will also offer a generous benefit package.
In addition to the base salary, the County offers:
Health, Dental and Vision plan coverage
457 Deferred Compensation Plan with some positions being offered a County matching contribution
A Defined Benefit retirement plan with reciprocity with many public sector retirement systems including CalPERS.
125 Flex Benefits Plan
12 days of sick leave annually with unlimited accumulation
Vacation leave ranging from 10 days a year up to 23 days depending on length of service
10-14 paid holidays per year
Other benefits and compensation may be provided depending on the position
A robust Employee Engage & Development Program
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