-
Job Description
CAREER DESCRIPTION
CONTRACTS STAFF ASSISTANT
(Staff Assistant)
SALARY INFORMATION
This position is scheduled to receive salary range increases on the following dates:
Effective June 27, 2025 - 4.00% increase
Salary may be negotiable within the range listed above, based on position requirements and successful candidate's qualifications, subject to appropriate authorization.
OPEN TO THE PUBLIC
This recruitment will establish an open eligible list and will be used to fill current and future Staff Assistant vacancies with this specialty within the County of Orange. This recruitment may also be used to fill positions in similar and/or lower classifications.
DEADLINE TO APPLY
This recruitment will be open for a minimum of five (5) business days and will remain open until Wednesday, November 20, 2024 at 11:59 PM (PST).
OC PUBLIC WORKS
OC Public Works (OCPW) provides services on a regional basis to unincorporated areas, cities, and other County agencies and departments. The primary mission of the department is to protect and enrich the community through the sustainable delivery of projects and services. OC Public Works’ guiding principles are safety, integrity, quality, teamwork, and adaptability.
OCPW is a unique County department comprised of ten service areas: Administrative Services; Agricultural Commissioner/Sealer of Weights & Measures; OC Construction; OC Development Services; OC Environmental Resources; OC Fleet Services; OC Facilities Design & Construction; OC Facilities Maintenance; OC Infrastructure Programs; and OC Operations & Maintenance.
For more information on OC Public Works click here.
For more information on the County of Orange click here .
THE OPPORTUNITY
The Contracts Staff Assistant provides excellent customer service and administrative support to the Facilities Maintenance unit within OCPW. The incumbent is also required to possess experience in processing a high volume of invoices. This role will be responsible for supporting general finances, contract administration, procurement, accounts payable, and other duties as needed.
Job duties include but not limited to:- Administer and support the purchase order and encumbrance management process utilizing internal and external County finance applications
- Analyze contract terms and review vendor performance
- Audit invoices and address discrepancies to ensure accuracy and prompt payments
- Reconcile vendor statements against invoices, purchase orders, contracts, and work orders
- Receive maintenance service requests via phone, email, and web based portal
- Process and route service requests to appropriate work groups and service areas
- Interact with external parties and all levels of staff including OCPW Management, Auditor Controller, and Budget
DESIRED QUALIFICATION & CORE COMPETENCIES
The successful candidate will demonstrate at least one (1) year of experience relating to contract administration, and at least six (6) months accounts payable experience.
In addition, the ideal candidate will possess knowledge and experience in the following core competencies:
Technical Experience & Knowledge- Knowledge and experience in processing invoices or accounts payable
- Knowledge in processing commodity and service based contracts
- Ability to analyze, organize and present data through various reporting tools
- Supporting solicitations and contract management in the public sector
- Proficient in using Microsoft Word, Excel, Outlook, Teams and PowerPoint on a proficient level
- Providing excellent customer service to external and internal stakeholders, such as County agencies/departments, management, consultants, contractors, and the public
- Using diplomacy when dealing with challenging situations and/or people
- Communicating effectively by presenting thoughts, ideas, information, and messages clearly, concisely, logically, and persuasively both orally and in writing with correct punctuation and spelling
- Demonstrates ability to address issues proactively and ensure work is completed in a timely manner
- Demonstrates ability to keep accurate written records; ability to maintain accurate reports and prepare a budget estimate based on anticipated needs for equipment, materials, personnel and supplies
- Ability to multitask and work under a high volume
- Handling and adjusting to changing deadlines and assignments
- Demonstrates ability to identify, research, evaluate, estimate, accurately interpret, and apply technical data and policy information
- Demonstrates ability to analyze and review contract specifications, invoices, and other documents
- Demonstrates ability to use sound reasoning and logical judgment to arrive at conclusions and find alternative solutions to complex problems
- Applying critical thinking and collaborative approaches, identifying problems, and making recommendations to improve various work processes
MINIMUM QUALIFICATIONS
Click here to view the minimum qualifications for Staff Assistant.
RECRUITMENT PROCESS
Human Resource Services (HRS) screens all application materials for minimum and/or desirable qualifications. After screening, applicants who meet the minimum and/or desirable qualifications will be referred to the next step in the recruitment process. All applicants will be notified via email of their status in the process.
Structured Oral Interview | SOI (Weighted 100%)
Candidates will be interviewed and rated by a panel of job knowledge experts. Each candidate's rating will be based on responses to a series of structured questions designed to elicit the candidate's qualifications for the job.
Based on the Department's needs, the selection procedures above may be modified. Candidates will be notified of any changes in the selection procedures.
Eligible List
Once the assessment has been completed, HRS will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to selection interview to be considered for present and future vacancies.
Veterans Employment Preference
The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click here to review the policy.
ADDITIONAL INFORMATION
Effective April 3, 2023, it is strongly recommended that County employees working in health care settings and correctional facilities follow vaccination and booster guidelines provided by the California Department of Public Health (CDPH) and the Centers for Disease Control and Prevention (CDC). Please click here to see the latest guidance for more details.
EMAIL NOTIFICATION
Email is the primary form of notification during the recruitment process. Please ensure your correct email address is included in our application and use only one email account.
NOTE: User accounts are established for one person only and should not be shared with another person. Multiple applications with multiple users may jeopardize your status in the recruitment process for any positions for which you apply.
Candidates will be notified regarding their status as the recruitment proceeds via email through the GovernmentJobs.com site. Please check your email folders, including spam/junk folders, and/or accept emails ending with "governmentjobs.com" and "ocgov.com." If your email address should change, please update your profile at www.governmentjobs.com .
FREQUENTLY ASKED QUESTIONS
Click here for additional Frequently Asked Questions.
Questions? For specific information pertaining to this recruitment, contact Sarah Correa at 714-667-9667or by email at sarah.correa@ocpw.ocgov.com
EEO INFORMATION
Orange County, as an equal employment opportunity employer,
encourages applicants from diverse backgrounds to apply.
Non-Management Benefits
In addition to the County's standard suite of benefits, such as a variety of health plan options, annual leave and paid holidays--we also offer an excellent array of benefits such as a Health Care Reimbursement Account, 457 Defined Contribution Plan and Annual Education and Professional Reimbursement. Employees are provided a Retirement Plan through the Orange County Employees Retirement System (OCERS).
Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.
http://www.ocers.org/active-member-information
Click here for information about benefits offered to County of Orange employees.
Closing Date/Time: 11/20/2024 11:59 PM Pacific -
ABOUT THE COMPANY
-
-
County of Orange
Show moreDiscover a Fulfilling Career at the County of Orange
With a population of over 3 million residents and 34 cities, Orange County is a thriving community known for its beautiful beaches, diverse culture, and strong economy. As the third-largest employer in the county, the County of Orange offers over 18,000 employees the opportunity to make a difference in their community and build a fulfilling career in public service.
As a County of Orange employee, you will have the chance to work in a variety of departments, each providing vital services to our community. From law enforcement and healthcare to public works and environmental protection, there is a wide range of career paths to explore. And with opportunities for advancement and professional growth, you can build a long and rewarding career with us.
As a top employer in the region, the County of Orange is committed to providing our employees with excellent benefits, including a competitive salary, flexible work schedules, and outstanding healthcare coverage. We also offer opportunities for career development and training, ensuring that our employees have the skills and knowledge they need to succeed.
Whether you're just starting your career or looking for a new challenge, the County of Orange is a great place to work. With a supportive and collaborative work environment, a commitment to excellence, and opportunities for growth and advancement, we invite you to join our team and make a difference in your community.
Community Impact:
Working for the County of Orange means you will have the opportunity to make a meaningful impact in your community. Whether you're providing critical services to residents, protecting the environment, or maintaining public safety, your work will make a difference in the lives of those around you.
Employee Wellness:
At the County of Orange, we prioritize our employees' well-being. We offer telecommuting options, generous health benefits, and wellness programs to promote work-life balance. We believe that by taking care of our employee’s health and well-being, we can help them excel in their careers while still enjoying their personal lives and taking care of their families.
Innovation:
The County of Orange is committed to embracing new technologies and innovative approaches to service delivery. We encourage our employees to think creatively and find ways to improve our processes and systems. If you're someone who loves to problem-solve and think outside the box, you'll find a supportive and dynamic environment here.
Collaboration:
Collaboration is key to our success at the County of Orange. We value teamwork, communication, and mutual support, and we work together across departments and functions to achieve our goals. If you're someone who enjoys collaborating with others and building strong relationships, you'll find a welcoming and inclusive community here.
Equality:
At the County of Orange, we are committed to creating a diverse and inclusive workplace where all employees feel valued and respected. Our Equity Policy reflects this commitment and guides our efforts to promote equity, diversity, and inclusion in everything we do.
Career Advancement:
The County of Orange is dedicated to helping our employees grow and advance in their careers. We offer a variety of training and development opportunities to help our employees reach their full potential. If you're looking for a place to build a long and fulfilling career, the County of Orange is an excellent choice.
-