Office Support Supervisor - Promotional

Position Information

This recruitment is promotional only. You must presently be a full or part-time regular or probationary County of Sonoma, Community Development Commission, Sonoma County Fairgrounds, or Sonoma County Water Agency employee in order to apply for this position.
The Human Services Department (HSD) has requested a department promotional certification to fill an Office Support Supervisor position. Only qualified permanent and/or probationary Human Services Department employees on the eligible list may be eligible for referral to the department for the advertised positions. This employment list may also be used to fill future full-time or part-time positions as they occur during the active status of the list.

The Office Support Supervisor within the Economic Assistance (EA) Division of the Human Services Department will supervise a team of administrative staff and be responsible for overseeing the daily administrative operations that support crucial EA programs, including CalFresh, Medi-Cal, County Medical Services Program (CMSP), and Covered California. They will also be responsible for training staff, developing procedures and job aids, monitoring performance, and ensuring work is completed accurately, timely, and in compliance with established policies. Additional responsibilities include:

• Applying foundational knowledge of CalSAWS, MEDS, and other systems to troubleshoot technical issues and coordinate timely resolutions
• Collaborating with Eligibility Specialist Supervisors and Program Planning and Evaluation Analysts (PPEAs) to address case processing and system-related challenges
• Reviewing and recommending updates to office support and lobby operations based on programmatic and operational needs
• Coordinating front and back-office coverage and utilizing lobby management systems
• De-escalating situations involving disruptive members of the public and maintaining a safe, professional lobby environment
• Managing a multi-service, high-volume public lobby, as needed

The ideal candidate will possess many of the following:

• Experience interacting with clients and staff from various cultures and socioeconomic backgrounds
• A commitment to providing excellent customer service
• Excellent written and verbal communication skills
• The ability to be a self-starter and work independently as well as part of a team
• Experience effectively supervising, training, and mentoring staff
• Knowledge of diversity, equity, and inclusion principles in the workplace
• The ability to shift gears quickly while working in a fast-paced environment
• Expertise in team-building and promoting a productive work environment
• Proficiency with Microsoft Word, Excel, PowerPoint, and Teams
• The ability to develop and implement process improvements to increase efficiency
• An aptitude for revising priorities to handle a varying volume of work while adhering to strict deadlines
• Empathy, tact, positivity, patience, and a great sense of humor
• Knowledge of the Economic Assistance division and it’s available services

Application submissions require the Supplemental Questionnaire to be completed.

Minimum Qualifications

Experience and Education: Any combination of formal coursework, and training which would provide an opportunity to acquire the knowledge and abilities listed. Academic or vocational education, training and work experience which provides an opportunity to acquire the knowledge and abilities listed. Normally, course work in secretarial skills, office management and supervisory techniques coupled with three or more years of practical work experience in an office environment including experience as an office support lead worker will provide this opportunity.

License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.
The position advertised on this announcement does not require possession of a valid California Driver’s License.

All positions require considerable ability to operate a personal computer and multiple software programs.

Knowledge, Skills, and Abilities

Considerable knowledge of: department relationships, organization, programs, services and functions to proficiently plan, prioritize, coordinate, implement, direct, review, evaluate and perform work assigned to an office support section; government or department codes, ordinances, laws, regulations, procedures, precedents, policy decisions and written format, in order to carry out office support and minor administrative functions; research, analyze and resolve specific work problems; assess accuracy and acceptability of work performance and procedures; modify work procedures and interpretation of guidelines; work practices, procedures, step-by-step sequences and timetables, in order to schedule work and resolve problems associated with the completion of minor administrative and office support duties; coordinate functions assigned to the section with other sections; the use of electronic information equipment and specific systems as used within the department.

Ability to: plan, prioritize, review, direct, implement, evaluate and perform work assigned to an office support section; understand, weigh and apply regulatory, office practice and procedural guidelines to a variety of unrelated situations; initiate and complete office support and minor administrative duties independently; make frequent and logical decisions related to the interpretation and application of regulations, laws, precedence and procedures, which may be conflicting, ambiguous or incomplete; establish and maintain cooperative working relationships with co-workers; evaluate employee work performance and suggest alternative work methods or special training to resolve work problems or improve work; carry out projects with minimal instruction and good judgement in recognizing scope and authority in providing supervision to an office support section; deal in a courteous and factual manner with the general public; use judgement and discretion in exchanging information; perform a variety of minor administrative duties related to the compilation and summary of budgetary, expenditure and revenue appropriations, expenditures, adjustments, transfers and estimates, personnel and payroll records, requisition, distribution and maintenance of inventories; workflow, workload, production output reports; a variety of similar control, statistical and account records for the section supervised; understand and carry out written and oral instructions; relieve office support staff of assigned duties as needed; use electronic information equipment and specific systems as used within the department.

Selection Procedure & Some Helpful Tips When Applying

• Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
• You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
• You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
• Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.

Please visit Getting a Job with the County of Sonoma to review more detailed information about the application, examination, and department selection processes.

Application submissions require the Supplemental Questionnaire to be completed. Responses to supplemental questions will be scored using position-specific criteria. Please provide specific and detailed responses of a reasonable length to allow for a thorough assessment of your qualifications. Responses that state "See Resume" or "See Application" may be considered insufficient and therefore may not be scored.
The selection procedure will consist of the following examination:

An Application and Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Each applicant will be evaluated based on the following criteria:

• Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.

Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application and Supplemental Questionnaire Appraisal Examination which evaluates the education, training, experience, skills, knowledge, abilities, and other qualifications that you demonstrate in your application and/or response to the supplemental questionnaire. Please be aware that resumes and cover letters are not typically evaluated in the Application and Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.

Additional Information

A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to applicants.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

How to Apply

Applications are accepted online at: www.yourpath2sonomacounty.org . Paper applications may be submitted by person, fax (707-565-3770), email, or through the mail. All applications and appropriate supplemental information as outlined in the job bulletin must be RECEIVED by the time and date specified on the first page of this job announcement. Applications received after the recruitment closes will not be accepted.

The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.

HR Analyst: EP
HR Tech: VH

Important Note: Benefits described herein do not apply to Extra Help positions.

County of Sonoma Benefits: General*

These are some of the excellent benefits the County offers:

Paid Time Off: Competitive vacation accrual and sick leave accruals; additional management leave annually; 12 paid holidays, and an additional 8 floating holiday hours per year; and may be eligible for up to 8 weeks (320 hours) of Paid Parental Leave after 12 months of County employment.

Health Plan: Choose from nine health plans (three HMOs, three deductible HMOs, and three HSA-qualifying plans) with a generous County contribution to the premium (the contribution amount varies by bargaining unit). For more information, please see the appropriate MOU.

Retirement: Fully integrated with Social Security. For more information regarding eligibility, retirement contributions, and reciprocity with prior public service, please visit https://scretire.org/active-/-deferred/when-you-are-hired .

IRS 457 Plan: Pre-tax employee contribution up to the IRS annual maximum.

Retiree Medical: County contribution to a Health Reimbursement Arrangement to help fund post-retirement employee health insurance/benefits.

Student Loan Debt Relief: County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education.

Plus, excellent dental, vision, disability, life insurance, professional development, and more.

For answers to specific questions regarding the employment process and more details about benefits or retirement, please contact Human Resources at (707) 565-2331. Additional details about benefit and compensation packages can be found in the MOUs located at Labor Agreements & Salary Resolution . For specific information about health and welfare benefits, including plan options, coverage, and premium amounts, go to Human Resources or contact the Human Resources' Risk Management-Benefits Office at benefits@sonomacounty.gov or (707) 565-2900.

*Important Notes: Benefits described herein do not represent a contract and may be changed without notice.

Closing Date/Time: 8/12/2025 11:59 PM Pacific

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• County of Sonoma

• 707-565-8059

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