County of Alameda

DESCRIPTION

Under minimal supervision, Administrative Associate, CAO incumbents function in lead secretarial capacities and perform the most complex and time sensitive assignments, secretarial and administrative duties in support of various units of the County Administrator’s Office

DISTINGUISHING FEATURES

This classification is distinguished from the lower level class of Secretary II by the requirement of the higher-level contact with principal County officials, community members, the public regarding official Board meetings and related Board actions, more complex agenda items, legislative issues, and assessment appeals, Countywide processes which may impact all departments, employees, and functions of Alameda County. Positions often involve exposure to confidential information unique to the Board of Supervisors, Board Committees, Assessment Appeal Board, or County Administrator’s Office including fiscal, political, and personnel matters having countywide impact. Additionally, incumbents are expected to exercise initiative, discretion, and good judgment in the analysis and resolution of issues that require technical or specialized knowledge of County organization, policy, and procedures. Incumbents may function as leads and may be assigned supervisory responsibilities over the lower-level positions.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Prepare correspondence, documents, agendas and minutes of meetings (i.e., Board meetings, Board Committees, Assessment Appeals Board, and special ad hoc committees.

2. Provide secretarial support to CAO units, assigned direct responsibility of various programs of the County Administrator’s Office.

3. Maintain the databases for the various units of the County Administrator’s Office.

4. Monitor progress of projects or programs or events specific to the units of the County Administrator’s Office.

5. Recommend operational changes/enhancements and involved in implementation of new procedures.

6. Attend and clerk special committee meetings and take notes; edit drafts for composition and grammatical structure.

7. Exercise discretion in referring inquirer to another appropriate source of information or service; set up meetings, contact participants, reserve conference rooms, prepare and post notices and agendas and assembles materials and documents needed for such meetings.

8. Handle confidential information which has not yet been made public; record actions to be taken on sensitive matters, based on a thorough knowledge of the departmental or court policies; take responsibility for releasing information to authorized parties.

9. Compile a variety of narrative and statistical reports, locating sources of information, devising forms to secure data, and determining proper format for finished reports; may maintain cost records, prepare departmental budgets, and assist in maintaining financial controls throughout the year.

10. Develop and maintain workflow and other procedures and revises procedures manuals.

11. Train others on various facets of the operations.

MINIMUM QUALIFICATIONS

Either I

Experience:

The equivalent of two years of full-time experience in the class of Secretary I, or an equivalent or higher level clerical class in Alameda County classified service, that requires a typing proficiency level of not less than 40 wpm. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)


Or II

Experience:

The equivalent of four years of full-time secretarial or office administrative experience which included considerable exercise of initiative and independent judgment and would provide the knowledge and skills listed.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Modern office practices and procedures, including business correspondence, filing, and standard office equipment operations.
• Specialized program knowledge of work requiring the application of a variety of rules, procedures, codes, calculations, and systems is required in some positions.
• Techniques and practices for dealing with individuals from various socio-economic and ethnic groups, in person, via telephone, and through correspondence (may include contacts with irate and hostile individuals).
• Data processing applications and systems and the principles of modern office management.
• Proficiency in Microsoft Office systems.
• Standard office administrative and secretarial practices and procedures including business correspondence, correct English usage, grammar, spelling, vocabulary and punctuation.
• Records management principles and practices and research methods and techniques.
• Business mathematics and financial record keeping and report production.
• Customer Service practices, principles and techniques for dealing with the public in person and over the telephone regarding sensitive and/or political issues.

Ability to:

• Learn the legal requirements governing the processing of documents related to Board actions.
• Maintain and secure confidential, highly sensitive records.
• Analyze and problem solve.
• Interpret, apply and explain policies, procedures and regulations, prepare a variety of correspondence, reports and other written materials.
• Retain and recall information to respond to inquiries and to efficiently search files and retrieve data as required.
• Organize and prioritize own workload and adjusting to changes in workload and assignments to meet critical deadlines under pressure.
• Effectively communicate effectively both verbally and in writing.
• Comprehend information requests and respond courteously, efficiently and accurately.
• Make sound decisions.
• Demonstrate interpersonal sensitivity.
• Adapt to challenging situations.
• Plan, organize and coordinate work.
• Take initiative and work independently. 
• Be flexible and adjust to changing priorities.
• Be an effective team member.
• Establish and maintain effective working relationships with those encountered during performance of duties.
• Word process and type 40 wpm.
• Plan own work, complete multiple, concurrent projects and meet critical time deadlines.

CLASS SPEC HISTORY

Newspec 1137
AM:cs 04/27/11
CSC Date: 5/18/11
AM/MAH:cs Revised 5/17/12
CSC Date: 5/30/12
RE:cs Revised 5/10/16
CSC Date: 5/25/16

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

• Medical – HMO & PPO Plans
• Dental – HMO & PPO Plans
• Vision or Vision Reimbursement
• Share the Savings
• Basic Life Insurance 
• Supplemental Life Insurance (with optional dependent coverage for eligible employees)
• Accidental Death and Dismemberment Insurance 
• County Allowance Credit
• Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
• Employee Assistance Program

For your Financial Future

• Retirement Plan - (Defined Benefit Pension Plan)
• Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• Pet Insurance
• Commuter Benefits Program
• Guaranteed Ride Home
• Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
• Employee Discount Program (e.g. theme parks, cell phone, etc.)
• Child Care Resources
• 1^st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.