Office Specialist

Job Description:

Office Specialist

Description

CAREER DESCRIPTION

OFFICE SPECIALIST

In addition to performance-based merit increases, 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. The eligible list established through this recruitment will be used to fill current/future vacancies in different agencies within the County of Orange. This recruitment may also be used to fill positions in similar and/or lower classifications throughout the County of Orange.

DEADLINE TO APPLY
Qualified applicants are encouraged to apply immediately, as the recruitment will close on
Thursday, June 12, 2025 at 11:59 PM (PST).

COUNTY OF ORANGE
The County of Orange is California's third most populous county, with more than 3 million residents and 34 cities. It is one of the region's largest employers, with a workforce of about 18,000. Working for the County offers a variety of opportunities for career development and growth, and the job satisfaction of serving the public and contributing to efforts that make a difference in people's lives.

REGISTRAR OF VOTERS

The County of Orange, Registrar of Voters , a nationally recognized and award-winning agency, is responsible for conducting elections, verifying petitions, and maintaining voter records in the County of Orange, the fifth largest voting jurisdiction in the United States with 1.9 million active registered voters. The department receives funding from the County's General Fund and periodic reimbursement from the federal government, the State of California, and local jurisdictions. The Registrar of Voters' staff includes 56 full-time employees and numerous extra-help employees who support various election-related positions representing the broad spectrum of Orange County's population. The department is responsible for all components of election management.

The Orange County Registrar of Voters prides itself on being a leader in the international and national elections community, working to continually innovate and create new and better ways to serve the public. The department values creativity, originality, initiative, and a strong dedication to customer service .

The Opportunity

The immediate vacancy is with the Registrar of Voters (ROV) Candidate and Voter Services Department. The job duties for Office Specialist at ROV includes but are not limited to:

• Providing excellent customer service to a diverse population of voters, candidates, elected officials, and the general public on the phone, at the counter, via email, and chat;
• Reading, understanding, implementing, and educating others on departmental processes that are largely governed by State and Federal election laws, regulations and guidelines;
• Performing detailed review of documents submitted and produced by the department ensuring extreme care and attention to details is utilized in review and processing of said paperwork in an organized and efficient manner;
• Processing complex candidates' nomination paperwork during the candidate filing process;
• Tracking registration information and ensures that registration affidavits are distributed adhering to election law and that those obtaining the affidavits understand the California Elections Code sections on the subject;
• Supporting Vote-By-Mail processing during election time;
• Processing applications and ballots for military and overseas voters;
• Processing requests for certified copies of voter registration;
• Filing copies of campaign disclosure statements;
• Assisting with the ballot duplication process;
• Assisting with observer processing;
• Remaining flexible and adhering to changing work schedules to meet the demands of the department;
• Other duties as assigned.

The IDEAL CANDIDATE will have two years of experience which would demonstrate the knowledge and abilities described in the desirable qualifications and will have extensive experience demonstrating the key competencies noted below.

DESIRABLE QUALIFICATIONS:
Thorough knowledge of:

• The California Elections Code and election legislation pertaining to candidate filing, registration, and Vote-By-Mail voting;
• The National Voter Registration Act provisions;
• Secretary of State rules and regulations on election procedures;
• Election management software;
• Registration affidavits to enable the resolution of incomplete or inaccurate forms;
• Resources to obtain election information for the public.

Ability to:

• Understand, interpret and apply complex election procedures, regulations and directions to process or to verify the accuracy of information or documents;
• Interact with governmental jurisdictions and community organizations to enhance voter registration.

The Office Specialist for most County vacancies will be responsible for the following:

• May interact/assist with the public or others in difficult situations which require obtaining necessary information in order to gain cooperation.
• May compile a variety of narrative and statistical reports by locating sources of information, devising forms to secure data and determining proper format for finished report.
• Answer questions that involve searching for and abstracting technical data and detailed explanations of regulations, policies or procedures and refer to immediate supervisor only matters requiring policy decisions.
• As a continuing primary responsibility, perform complex office work involving the analysis of a variety of source materials and a thorough understanding of policies, procedures, terminology and various applicable regulations in order to obtain necessary data.
• May act as lead worker for employees in the same or lower level classes; assist in training new employees; act for supervisor in his or her absence.
• In addition to the primary responsibilities, may perform a variety of keyboarding duties including typing, data entry, manipulation, retrieval of information; and other general office duties.

CORE COMPETENCIES
Candidates will possess experience with the following core competencies:

Customer Service

• Interacting in a professional and courteous manner
• Anticipating and meeting customer needs
• Establishing productive and professional relationships with customers

Communication Skills

• Valuing and participating in a free flow of information with others for the sake of a common goal
• Demonstrating the principles of writing and grammar, in order to clearly and articulately convey complex information in a timely manner
• Bilingual skills are highly desirable'

Technical Knowledge | Office Experience

• Maintaining and managing pertinent information by creating documents, spreadsheets, and other related documents using current computer systems and programs
• Performing complex record keeping by being detail oriented with a high level of accuracy
• Processing, registering, and issuing public documents
• Performing monetary transactions

Analytical Skills

• Reading and interpreting complex policies, regulations, and guidelines
• Exercising discretion and maintaining confidential and/or sensitive information as dictated by the assignment
• Gathering, compiling, analyzing, and presenting data/information verbally and in writing

MINIMUM QUALIFICATIONS
Click here to view the minimum qualifications for the Office Specialist classification as the physical & mental requirements and the environmental conditions.

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.).

RECRUITMENT PROCESS
Human Resource Services (HRS) will screen all application materials to identify qualified applicants. After the screening, qualified applicants will be referred to the next step and notified of all further procedures applicable to their status in the recruitment.

Application Screening
Applications and supplemental responses will be screened for qualifications that are highly desirable and most 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 (Virtual) | (Weighted 100%)
Candidates who meet desirable qualifications will be invited to participate in one or more job-related assessments. Candidates will be notified of their test date and access code, if applicable.

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 application screening has been completed, HRS 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.

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 here to review the policy.

ADDITIONAL INFORMATION

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, please contact Michelle Kozai at 714-834-7308 or at Michelle.Kozai@ceo.oc.gov

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: 6/12/2025 11:59 PM Pacific

Salary:

$45,864.00 - $60,756.80 Annually