Office Specialist - Bilingual English/Vietnamese

Santa Ana, CA, United States

Salary : $43,992.00 - $58,281.60 Annually

Location : Orange County, CA

Job Type: Full-Time Regular

Job Number: 0536CL-1223-063 (O)

Department: Social Services Agency

Opening Date: 12/28/2023

Closing Date: Continuous

CAREER DESCRIPTION

OFFICE SPECIALIST - BILINGUAL ENGLISH/VIETNAMESE

(COMMUNITY RESOURCE NAVIGATOR)

This position requires that candidates be able to fluently speak, read, and write Vietnamese in addition to English.

This position is scheduled to receive salary range increases on the following dates:

Effective June 28, 2024 - 4.25% increase

Effective June 27, 2025 - 4.00% increase

THIS RECRUITMENT IS OPEN TO THE PUBLIC:

This recruitment will establish an Open eligible list to fill current and future

Office Specialist - Bilingual English/Vietnamese within the County of Orange. The current vacancy is for the County Community Service Center with the Social Services Agency. The eligible list established from this recruitment may also be used to fill positions in similar and/or lower classifications within the County of Orange.

This recruitment will be open for a minimum of five (5) business days

and will remain open on a continuous basis until the needs of the County are met.

Applicants are encouraged to apply immediately.

COUNTY OF ORANGE:

Whether it's manicured beach towns or celebrated theme parks, all framed by oceanfront towns and luxury yachts, Orange County is commonly known as "The OC" and stands out as one of the state's most iconic destinations. With a population of over three million residents, Orange County is the sixth largest county in the United States. Residents enjoy over 42 miles of pristine beaches, three major harbors, vast wilderness parks, beautiful nature preserves, and approximately 402 miles of riding and hiking trails. The OC is a destination region rich with top-notch universities and colleges, some of the highest quality public and private schools in the nation, many corporate headquarters and technology firms, and four international airports within an hour's drive. Many world-class meeting and entertainment venues, convention centers, and some of the state's most popular attractions such as Disneyland and California Adventure Resorts, Knott's Berry Farm, and major sports franchises including the Anaheim Angels Baseball, Anaheim Ducks Hockey, the U.S. Men's National Volleyball Team, and the 2012 Olympic Games Silver Medal winning U.S. Women's National Volleyball Team call the OC home. Orange County embraces vibrant, historic, and diverse neighborhoods, and welcomes millions of visitors per year, truly making it where the world comes to live, work, and play.

Click here to learn more about the County of Orange.

SOCIAL SERVICES AGENCY Administering a number of human services programs, the County of Orange Social Services Agency (SSA) is composed of four business divisions: Assistance Programs; Children and Family Services; Family Self-Sufficiency & Adult Services; and Administrative Services; and over 4,300 dedicated employees, providing human services to an average of one in four Orange County residents. Our mission is to deliver quality services that are accessible and responsive to the community, encourage personal responsibility, strengthen individuals, preserve families, and protect vulnerable adults and children.Clickhere to learn more about the Social Services Agency.

Click here to view a video about the Social Services Agency.

COUNTY COMMUNITY SERVICE CENTER (CCSC)

The CCSC is a county government center that provides Orange County residents assistance and information on health care, housing, and services for older adults and children from the different County of Orange departments.

THE OPPORTUNITY

The Community Resource Navigator (Office Specialist) with the CCSC serves as the frontline connection to the client. This position is the main point of contact for public interface at the CCSC and over the phone engaging with each client individually. This position will conduct concise and efficient assessments of each client's service need to determine priority and identify the most appropriate approach to addressing those needs. The current need is for a bilingual English/Vietnamese Community Resource Navigator.

The duties and responsibilities of the Community Resource Navigator (Office Specialist) include but are not limited to:

Assesses client needs for referrals and resources (by phone or in-person) and determine priority needs of the client on a basic level Provides basic referrals to services outside the CCSC and/or set appointment with CCSC Resource Specialists and on-site partners to meet priority needs Responds to inquiries for information and referral from individuals, professionals and business partners by phone, email or in person Tracks and monitors client data Coordinates, schedules, and manages presentations held on-site Manages computer workstations at the CCSC by assisting clients with providing technical help with logging into workstation, printing resources (within reason) and engaging in basic IT troubleshooting Performs general office duties, which include but are not limited to; submitting office supply orders, PPE and work order requests through Expediter, collection and distribution of mail correspondence, management of office supplies and lobby flyers, etc.

DESIRABLE QUALIFICATIONS & CORE COMPETENCIES

In addition to the minimum qualifications, the ideal candidate will have at least two (2) years of experience interacting with public/customers in a busy office environment in person and on the phone to provide information, assist with paperwork and/or retrieve information from them.

The ideal candidate will also have knowledge and experience demonstrating the following core competencies:

CUSTOMER SERVICE/INTERPERSONAL SKILLS

Independently engages and interacts with the public, County employees, other County agencies, and community partners with diplomacy, sensitivity, and tactfulness by phone and in-person Proficient in navigating customer interactions and adjusting to evolving situations Exhibits a strong work ethic, attentiveness, and patience Establishes productive and professional relationships with customers Ability to represent County of Orange as an inclusive, professional, and helpful asset to the community

TECHNICAL KNOWLEDGE/OFFICE EXPERIENCE

Maintains and manages pertinent information by creating documents, spreadsheets, and other related documents using current computer systems and programs Performs complex record keeping by being detail oriented with a high level of accuracy Ability to troubleshoot issues Utilizes Expediter to process work order request

COMMUNICATION SKILLS

Clearly and effectively communicates in English and Vietnamese using advanced interpersonal skills Values and participates in a free flow of information with others for the sake of a common goal Demonstrates the principles of writing and grammar, in order to clearly and articulately convey complex information in a timely manner

ANALYTICAL SKILLS/JUDGEMENT

Performs a high-volume office work requiring independent judgement, accuracy, and speed Reads and interprets complex policies, regulations, and guidelines Exercises discretion and maintaining confidential and/or sensitive information as dictated by the assignment

SPECIAL QUALIFICATIONS - Social Services Agency (SSA) SSA candidates will be required to undergo a background clearance check and must successfully clear prior to the start of their employment. All employment offers are contingent upon successful completion of a background check. Areas considered in the background check include conviction history, employment history, professional references and education verification (i.e. degree, license, or official transcripts) if applicable. Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.) In addition, a Child Abuse Central Index (CACI) background clearance check may be required. CACI is a repository of child abuse investigation reports managed by the Department of Justice (DOJ) that contains information related to substantiated cases of physical abuse, sexual abuse, mental/emotional abuse, and/or severe neglect of a child.

MINIMUM QUALIFICATIONS Click to view the minimum qualifications for the Office Specialist classification.

NOTE: Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S.).

Physical and Mental Requirements Possess vision sufficient to read standard text and a computer monitor; speak and hear well enough to communicate clearly and understandably in person and over the telephone; body mobility to perform daily tasks within a standard office environment; manual dexterity sufficient to utilize office equipment and transport materials up to 10 pounds. Possess the ability to independently reason logically to reach conclusions and make decisions as well as remain calm and appropriately focused in different interpersonal situations.

Environmental Conditions

Function effectively in a standard office environment; handle changing priorities, deadlines and multiple assignments concurrently.

RECRUITMENT PROCESS

Human Resource will screen all application materials to identify qualified candidates. After screening, qualified candidates will be referred to the next step and notified of all further procedures applicable to their status in the recruitment.

Application Screening (Refer/Non-Refer) Applications and supplemental responses will be screened for qualifications needed to successfully perform the duties of this job. Only those applicants that meet the qualifications as listed in the job bulletin will be referred to the next step.

Online Assessment (Refer/Non-Refer)

Candidates whose applications reflect the most job-related experience and training will be invited to online assessment. Only the most qualified candidates will be referred to the next step. All candidates will be notified via email of their status in the process.

Bilingual Assessment (100%)

Candidates will be required to take a bilingual assessment. Those candidates who successfully pass the assessment will be placed on the eligible list.

Based on the Department's needs, the selection procedure listed above may be modified.

All candidates will be notified of any changes in the selection procedure.

Eligible List

Once the assessment has been completed, HR will establish an eligible list of candidates. Candidates placed on the eligible list may be referred to a selection interview to be considered for present and future vacancies. Only the most successful candidates will be placed on the eligible list.

Please note: The information you provide on your application and/or response to the supplemental questions may be used as a scoring device, so please be thorough and complete in your response. "See Resume" is not a qualifying response and will not be scored in lieu of the required information.

Veterans Employment Preference Policy (VEPP) The County is committed to providing a mechanism to give preferential consideration in the employment process to veterans and their eligible spouses and will provide eligible participants the opportunity to receive interviews in the selection process for employment and paid internship openings. Please click to review the policy.

ADDITIONAL INFORMATION

Please see below for important information regarding COVID-19 related recommendations.

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 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.

For specific information pertaining to this recruitment, contact Alex Ochoa at or (714) 245-6259

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 holidayswe 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

Please go to the following link to find out more about Defined Benefit Pensions and OCERS Plan Types/Benefits.

Click for information about benefits offered to County of Orange employees.

01

Please select the option that is most applicable to your experience/education in a clerical position performing complex office duties. If you select the option to substitute education for experience, you will be required to provide a copy of your transcripts. Note: You must attach an official or unofficial transcript to your application to validate the education substitution . **TRANSCRIPT MUST BE ATTACHED IN ORDER TO RECEIVE CREDIT. Failure to do so will cause your application to be incomplete. Foreign degrees require an evaluation of U.S. equivalency by an agency that is a member of the National Association of Credential Services (N.A.C.E.S)** Three (3) years of experience related to the knowledge and abilities listed on the Office Specialist class specifications

Two (2) years of experience related to the knowledge and abilities listed on the Office Specialist class specifications, PLUS one of the following: 18 semester or 27 quarter units in secretarial sciences, office practices, business education or a closely related field OR 360 hours of training from a recognized occupational training program in secretarial sciences, office practices, business education or a closely related field.

None of the above

02

Do you speak, read, and write fluently in English and Vietnamese? Yes

No

03

Select the option that is applicable to your experience interacting with public/customers in a busy office environment in-person and on the phone to provide information, assist with paperwork, and/or retrieve information from them: Two (2) or more years of experience

Less than two (2) years of experience

No experience

04

Please describe your experience interacting with public/customers in a busy office environment in person and on the phone to provide information, assist with paperwork and/or retrieve information from them. Your response should include your duties and responsibilities and length of time in the position.

Required Question

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