County of Alameda

DESCRIPTION

This series specification describes two secretarial classes in which incumbents perform, under general supervision, a wide variety of difficult to complex secretarial and clerical duties; relieves an administrator of administrative details; provides supervision of clerical personnel; and performs other related duties as required.

DISTINGUISHING FEATURES

Positions allocated to classes in this series are distinguished from positions in general and specialized clerical classifications in that incumbents in secretarial classes report directly to a County administrative official and have assigned responsibility for relieving him/her of administrative details.

Positions allocated to classes in this series have the equivalent of three or more full-time subordinates and have full supervisory authority, including hiring, performance evaluation, discipline, discharge and resolving grievances.

Supervising Secretary II positions perform secretarial work for an administrator who has authority over a department or division of more than 150 employees; or if there are fewer than 150 employees, performs secretarial work that includes at least one of the following:

1. Coordinating agenda preparation and scheduling meeting activities of a regulatory County Board or Commission.

2. Serving as secretary to an administrator reporting directly to the head of an agency or department who warrants an Administrative Secretary.

3. Serving as secretary to the head of a department, which department head reports directly to the electorate, the Board of Supervisors, or the County Administrative Officer.

4. Reports to and performs secretarial-administrative duties for an administrator who is privy to the decision-making process of County management affecting employee relations.

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. Prepares and composes from brief instructions correspondence requiring discrimination and judgment in the selection of data or interpretation of laws, rules, policies, or the resolution of debatable points where mistaken judgment may entail serious consequences.

2. Prepares correspondence and documents from dictaphone or shorthand notes; prepares agendas and transcribes minutes of meetings (i.e., Board or Commission); may take dictation from an administrator; may attend special committee meetings and take notes; prepares drafts for composition using correct grammatical structure.

3. Maintains an appointment calendar for one or several administrators, exercising considerable discretion in committing the administrator's time or referring caller to another appropriate source of information or service; advises administrators of appointments; sets up meetings, contacts participants, reserves rooms, prepares notices and agenda, and assembles materials/documents needed for such meetings.

4. Relieves administrator of certain administrative details by routinely and independently performing administrative support tasks such as researching operating problems; independently refers matters to other staff members for research; contacts outside vendors, general public or County representatives on matters requiring independent judgment.

5. Acts as contact/resource person for departmental policy matters often involving application of governing laws and regulations and acts as office automation specialist/coordinator/troubleshooter; processes complaints from the public.

6. Monitors contract services for compliance with contract terms.

7. Handles confidential information which has not yet been made public and normally available only to the Administrator and his/her top-level staff; records actions to be taken on sensitive matters, based on a thorough knowledge of the departmental policies; takes responsibility for releasing information to authorized parties, attorneys, and the press.

8. Screens phone calls, often personally handling those originally intended for the administrator; provides information requiring knowledge of an administrator's particular area of responsibility; answers questions that involve searching for and abstracting technical data and detailed explanation of laws, policies, or procedures, referring only matters requiring policy decisions to superiors.

9. Compiles a variety of narrative and statistical reports, locating sources of information, creates forms to obtain data, and determining proper format for finished reports; may maintain cost records, and assist in maintaining financial controls throughout the year.

10. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other relevant data for reference; determines what priority material should be referred to the Administrator's attention.

11. Develops and maintains workflow and other procedures and revises procedure manuals.

12. Supervises a clerical unit.

MINIMUM QUALIFICATIONS

Either I

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

The equivalent of four years of increasingly responsible clerical experience comparable to the County's Secretary I classification, with one year working as a lead or supervisor, that requires a typing proficiency level of not less than 40 wpm.

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, record-keeping systems, and standard office equipment operations.
• Correct English usage, including spelling and grammar; business letter writing and proper format for typed materials.
• Training methods and techniques.
• Principles of supervision.
• Principles of managing and coordinating secretarial aspects of a large or complex program.
• Organization and functions of County government.
• Computer applications related to work.

Ability to:

• Perform difficult clerical work involving independent judgment; type with speed and accuracy at not less than 40 words per minute.
• Prepare clear and comprehensive reports; compose correspondence from brief oral or written instructions.
• Speak clearly and concisely to obtain and disseminate information.
• Maintain personnel and other record files.
• Identify and correct errors in English usage, grammar, and mathematical calculations in a variety of documents.
• Direct and evaluate personnel.
• Organize and prioritize work and meet deadlines.
• Learn to interpret and apply laws, rules, and written directions to specific situations.
• Understand, implement and train staff on County policies and procedures.
• Assist in establishing and keeping office records of a confidential nature; maintain confidentiality.
• Work with officials and the general public in routine, emergency and emotional situations.
• Take responsibility and use good judgment in recognizing scope of authority.
• Establish and maintain effective working relationships with co-workers and the general public.
• Evaluate demands on an administrator's time; arrange his/her schedule accordingly.

SELECTIVE CERTIFICATION CRITERIA

For positions that require the ability to take shorthand at a speed of not less than 80 words per minute and transcribe it accurately.

CLASS SPEC HISTORY

Old doc: January 21, 1975
Revised: 1/24/86
TT:pb/Revised: 2/19/87
RSS:pb/Revised: 3/30/89
JH:pb/Update: 7/24/89
1301H.WPF
New doc: 1216/1221/1228.doc
ys/11/00
CSC Date: 5/24/90
MO:pf Rev/Retitle 4/25/02
{old title included #1228 - Supvg Admin Secty.}
New doc: 1216-1221.doc
CSC Date: 7/17/02

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.