County of Alameda

DESCRIPTION

Under direction of the County Administrator, serves as personal and confidential Executive Assistant to the chief administrative officer of the County; to perform unusually difficult and complex secretarial work requiring tact, independent judgment and action; to relieve the County Administrator of a wide variety of administrative and office details; work with elected officials and appointed Agency Heads; and, to perform other related duties as required.    

DISTINGUISHING FEATURES

This class is distinguished from other secretarial/support service positions by the level of independence exercised by the incumbent in maximizing the effective use of the County Administrator’s time by scheduling all appointments, screening calls and mail and relieving the County Administrator of some administrative responsibilities.  It is further distinguished from other secretarial/support services classes by the sensitive and confidential nature of the work, the independent judgment and latitude exercised by the incumbent and the on-going interaction with high ranking local and state officials, representatives of business and community organizations; union representatives, members of the Board of Supervisors and all levels of County personnel.  

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. Schedules and manages appointments for the County Administrator, which includes screening of calls and requests, establishing priorities, researching background information, preparing meeting packets and making arrangements for meetings/conference and related travel. Ensures County Administrator is on schedule.

2. Performs additional complex scheduling for County Administrator with elected and appointed officials, regional managers, corporate executives, labor representatives and community leaders.

3. Briefs the County Administrator regularly on appointments, meetings and other events which requires independent judgment and initiative and requesting information communications via phone calls, mail, email and faxes.


4. Plans and organizes multiple meetings and convenings that require identifying venues, confirming reservations and other arrangements for Board of Supervisors members, preparing agendas for special meetings and meetings with department heads and regional managers.

5. Based upon a thorough knowledge of departmental policies, handles confidential and sensitive information regarding personnel and policy matters, handles and prepares confidential documents releases information to authorized parties, attorneys and/ or others as authorized.

6. Acts as administrative communication liaison between the County Administrator’s Office, Board of Supervisors, regional managers, other elected officials, agency/department heads and staff.

7. Reviews, screens, prioritizes and refers (as necessary) incoming mail/correspondence according to action required and deadlines, to appropriate County agency/department heads and County Administrator’s Office staff.

8. Manages phone calls intended for the County Administrator, diffuses irate callers and resolves conflicts as appropriate. Directs callers to the appropriate sources of information or service.

9. Prepares and edits letters/memos/electronic messages/directions and other documents for the County Administrator’s signature.

10. Provide oversight and guidance to other secretarial/support staff personnel related to official documents and correspondence, communications and protocols.

11. Collaborates with the County Administrator’s Office Manager on operational issues, including interviewing/selection of support staff and establishment/implementation of internal and countywide office policies and procedures.

12. Completes complex tasks including those that require communications with elected and appointed officials, corporate executives, community leaders and on occasion foreign dignitaries and consular corps to other countries in different time zones.

13. Operates standard office technology and equipment as necessary.

14. Establishes and maintains confidential files.

MINIMUM QUALIFICATIONS

EITHER I  

Experience:  

The equivalent of two years of full time experience in the class of Administrative Secretary in the Alameda County classified service that requires a typing proficiency level of not less than 40 wpm.       

Completion of the Alameda County Management Academy “Management and Supervision Certificate Program” may substitute for six (6) months of the required qualifying experience.  

OR II  

Education:  

Successful completion of a comprehensive secretarial/Executive Assistant training program at an accredited Community College, or recognized certified business school,  

AND  

Experience:  

The equivalent of five years of full time experience comparable to the class of the County’s Administrative Secretary classification. (Additional extensive secretarial experience can be substituted on a year for year basis for the educational requirement.)  

Special Requirement:  

Working hours will be adaptable to the County Administrator’s work schedule.    

NOTE:  The Civil Service Commission may modify the 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:

• Organization and functions of County government.
• County policies and procedures.
• 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.
• Word processing and/or spreadsheet applications.
• Principles of managing and coordinating support services aspects of a large or complex program.

Ability to:

• Exercise good judgment, sensitivity and confidentiality.
• Multi-task and respond quickly and effectively to constantly changing priorities.
• Be proactive, address sensitive issues before these evolve into conflict.
• Identify any nuances in oral and written communications and advise the County Administrator and/or appropriate staff.
• Exercise effective personal/communication skills. Communicate with a wide range of persons, such as elected officials, the public and labor representatives over the phone, via email and in person.

CLASS SPEC HISTORY

Newspecs:  1229

AM:cs  11/15/12

CSC Date: 11/28/12

RE:jf Revised 4/16/18

CSC Date: 4/25/18

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.