There is currently one (1) full-time regular hire vacancy in the Department of Health & Human Services, Division of Social Service’s Children and Family Services Program. The Office Specialist position provides administrative and technical support for Children and Family Services (CFS). They work across a divisional team that includes a division director, program managers, supervisors, and line staff. In addition, they may interact with parents, foster parents and community partners to assist in... more details
ABOUT US
At the County of Marin, our employees overwhelmingly report feeling their work is meaningful, they like the work they do, and they are proud to tell people "I work for the County of Marin." Discover more about us, our values and our organizational culture here. Read on to find out more about this opportunity:
DEPARTMENT OF HEALTH & HUMAN SERVICES: At Health & Human Services, we serve our community through the values of support, unity, trust and excellence with one common goal: to promote and protect the health, well-being, safety and self-sufficiency of all in Marin. Join our team of bright, committed, and energetic people who also want to make an impact through public service.
ABOUT THE POSITION
There is currently one (1) full-time regular hire vacancy in the Department of Health & Human Services, Division of Social Service’s Children and Family Services Program.
The Office Specialist position provides administrative and technical support for Children and Family Services (CFS). They work across a divisional team that includes a division director, program managers, supervisors, and line staff. In addition, they may interact with parents, foster parents and community partners to assist in the support and completion of ongoing activities required by CFS. Duties may include maintaining databases with essential information, processing documentation for benefits issuance, completing background checks, scheduling, administrative coordination for foster care placements and tasks such as preparing placement packets, collection of data and assistance with preparing reports and filing legal reports with the Court. The position requiresproficiency in Microsoft Office Suite as well as the ability to learn other systems unique to CFS. The position will provide support to the entire staff and serve as an integral member of the CFS Office Specialist team.
There are a total of five Office Specialist positions within Children and Family Services. Two of the Office Specialists support the Court Desk operations of the Department. Two other Office Specialists support the general administrative needs of the office. The final Office Specialist supports the Resource Family Approval (RFA) and Placement Units.
The duties of the Court Desk Office Specialistsinclude interfacing with the Marin County Superior Court to file court reports, hearing notices, obtain Court records, communicate with legal parties and clients about Court calendars and matters, and provide administrative support to Department social workers and staff about specific Court-related matters. This position utilizes specific databases and tools to work closely with other Office Specialists, Social Workers, County Counsel, and leadership to perform their job duties.
The duties of the RFA and Placement Units Office Specialist include processing applications for foster care benefits, obtaining Livescan results and conducting additional background record checks, compiling RFA packets for potential Resource Parents, creating, compiling, and filing RFA related documents, communicating directly with Resource Families, opening/transferring/closing Resource Homes in CWS/CMS, and providing administrative support to Department Social Workers on RFA related matters. This position utilizes tools and databases specific to RFA and works closely with other Office Specialists, the RFA and Placement Units, and the leadership team to successfully perform their duties.
The duties of the General Admin Office Specialists include answering the main phone line for the office and directing callers to the appropriate destination, purchasing, logging, and distributing gift cards, purchasing office supplies, sending invoices for approval and payment, scheduling meetings as assigned by Division Director and/or Program Managers, being the main point of contact for drug testing referrals, being the point of contact for copier and printer repairs/ink replacement, audit and track files to place in or retrieve from storage, organize and maintain the copy room and file room, and work closely with the other Office Specialists and leadership team to successfully perform their duties.
Hybrid Schedule: Health and Human Services has embraced a hybrid work schedule that considers that some duties of this position may be performed remotely. However, the successful candidate must be able to report to County facilities for meetings, work assignments, and/or disaster service work upon short notice, as needed and deemed appropriate. During the initial probationary period, the successful candidate may be required to work primarily onsite before establishing a hybrid work schedule.
ABOUT YOU
Our Highly Qualified Candidate:
The ideal candidate is organized, dependable, detail-oriented, and able to work independently and with a team. In addition, this candidate will have excellent time management skills, the ability to multi-task and prioritize work and identify ways to make clerical tasks more efficient. This person must show demonstratedproficiency in the areas of Microsoft Office (Outlook, Word, Excel,PowerPoint, Teams and SharePoint) and possess the technical ability to learn new databases as needed. The ideal candidate will have experience launching new projects, gathering information, making recommendations in the development of new systems and/or programs and must have excellent written and oral communication, a positive attitude, creativity, and strong critical thinking skills. In addition, the ideal candidate will be familiar with and have experience withgovernment socialservices programs.
Qualifications
Knowledge of
The activities and functions of the department or program to which assigned.
Standard office applications including word processing, spreadsheet and database systems.
Standard office practices and procedures and practices, including filing and retrieval systems, business correspondence formats and the operation of standard office equipment.
Correct business English.
Business mathematics.
Techniques for dealing with the public in person and over the telephone.
Basic principles and practices of lead direction depending on assignment.
Technical terminology and equipment related to the work.
Basic claims management, including Workers' Compensation and liability depending on assignment.
Ability to
Perform complex, technical and responsible office administrative work independently and accurately.
Use county-wide and assignment-specific systems.
Interpret, apply and explain policies, procedures and regulations related to the operations of the department or program. Prepare a variety of specialized reports, correspondence, and other written materials utilizing and summarizing data from multiple sources.
Perform accurate mathematical and/or statistical calculations.
Assess office procedures and make effective recommendations for improvement.
Communicate effectively both verbally and in writing sufficient to convey information and instructions to the public and other employees which may involve situations requiring tact, courtesy and poise.
Depending on assignment, plan, direct and review the work of a small support staff; and train staff in work procedures.
Represent the department or program on task forces and committees.
Establish and maintain effective working relationships with those encountered during performance of duties.
Minimum Qualifications
Any combination of education and experience that would provide the knowledge and skills listed. Typically, equivalent to completion of training or coursework or technical experience specifically related to the work and four years of journey level or above office support experience.
IMPORTANT INFORMATION
Please note: The first 25 candidates meeting minimum qualifications will continue to the next step in the recruitment process and have their application materials reviewed.
All applicants will receive email notifications regarding their status in the recruitment process. Please be sure to check your spam settings to allow our emails to reach you. You may also log into your governmentjobs.com account to view these emails. Testing and Eligible List: Depending on the number of qualified applications received, the examination may consist of a highly qualified review, application screening, online assessment, written examination, oral examination, performance examination, or any combination to determine which candidates' names will be placed on the eligible list. The eligible list established from this recruitment may be used to fill the current vacancy, and any future vacancies for open, fixed-term, full-time or part-time positions which may occur while the list remains active. LiveScan: SPECIAL REQUIREMENTS Candidates selected are subject to fingerprinting by the Sheriff's Department and must pass a Department of Justice LiveScan background check prior to appointment
Disaster Service Workers: All County of Marin employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
Equal Employment Opportunity Employer: If you have questions regarding equal employment opportunities, please contact Roger Crawford, Equal Employment Opportunity Director, at 415-473-2095. If you have questions concerning this position announcement, please contact Ivana Vande Zande at ivana.vandezande@marincounty.gov.
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