County of Alameda

DESCRIPTION

Under general supervision, to provide a wide variety of difficult and complex secretarial and administrative support to the Chief, Executive Officer ACERA, the Retirement Board of Trustees and to senior managers; and to perform related work as required.

DISTINGUISHING FEATURES

This is a single-position classification providing high-level secretarial support to the Chief, Executive Officer ACERA and the Retirement Board of Trustees and senior managers requiring frequent use of discretion, initiative and independent judgment. Responsibilities include contact with officials from the county and other governmental agencies, private organizations, consultants and investment professionals, as well as the public to exchange information and to explain administrative policies and procedures.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by the employee 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 professional quality documents from brief instructions from the , Chief, Executive Officer ACERA or Trustee correspondence, requiring discrimination and judgement in the selection of data or interpretation of retirement laws, rules, policies, or the resolution of debatable points where mistaken judgement may entail serious consequences.

2. Screens telephone calls and mail, often personally handling those originally intended for the Chief, Executive Officer ACERA or a Trustee; provides information requiring knowledge of the Chief, Executive Officer ACERA or Trustee’s particular area of responsibility; answers questions that involve searching for and abstracting technical data and detailed explanation of retirement laws, policies, or procedures, referring only those calls requiring policy decisions to the Manager.

3. Provides secretarial support to the Chief, Executive Officer ACERA and Retirement Board of Trustees, including maintaining and setting up a calendar of meetings, exercising considerable discretion in committing the trustees’ time; responds to inquiries regarding trustee meetings; advises trustees of appointments; audits and reviews claims submitted by trustees, such as attendance and expense reimbursement claims; makes travel arrangements and keeps records of expenses for Board and Chief Executive Officer ACERA. 

4. Develops and prepares or directs preparation of notices of meetings, agendas, and other information for the Retirement Board of Trustees; attends and prepares minutes for regular and special Board, committees/subcommittees; edits drafts for composition and grammatical structure and integrity of content.

5. Determines and prepares agenda items, including the implementation of Retirement Board and committee actions such as writing resolutions, Board letters and other correspondence/reports.

6. Registers Trustees and Chief, Executive Officer ACERA to attend seminars/conferences; coordinates meetings with individuals or groups.

7. Interprets administrative decisions and policies regarding retirement-related matters and independently refers more technical issues to other staff members for research.

8. Serves as contact/resource person for agency staff, investment managers, consultants (actuary, real estate and investment), attorneys, retired groups, vendors, County representatives, and members of the public; advises Chief, Executive Officer ACERA of concerns, complaints and commendations raised by such individuals or groups.

9. Compiles a variety of statistical reports such as conflict of interest reports; locates and contacts sources of information to confirm accuracy; devises forms to secure data, and determines format for completed reports; coordinates input of information from reports such as the ACERA Financial Statements and Newsletters to update the Chief, Executive Officer ACERA and Trustees.

10. Drafts Board of Supervisors letters and resolutions; processes contract documents, bonds and insurance documents; maintains executive files.

11. Develops clerical/administrative procedures, forms, systems, etc., to meet agency needs; creates, organizes and maintains various files, records and resource materials.

12. Coordinates or performs the preparation, compilation, reproduction and distribution of various documents and reports.

13. Relieves Chief, Executive Officer ACERA 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; develops work flow and other procedures and revises procedure manuals; contacts outside vendors, general public or County representatives on matters requiring independent judgement.

14. Handles confidential information which has not yet been made public and is normally available only to the Chief, Executive Officer ACERA or Trustee 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.

MINIMUM QUALIFICATIONS

Either I

The equivalent of two (2) years of experience in the class of Secretary II, or an equivalent of higher-level secretarial or administrative class in Alameda County classified service (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.);

AND

Possession of an Associate of Arts degree, or higher, at an accredited community college or a recognized certified business school;

Or II

The equivalent of two (2) years’ increasing responsible experience serving as Executive Secretary for a public retirement system or the equivalent of four (4) years’ increasing responsible experience serving in some other Executive Secretary capacity; AND

Possession of an Associate of Arts degree, or higher, at an accredited community college or a recognized certified business school.

Additional years of experience may be substituted for the required education on a year-for-year basis.

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, procedures, and techniques including records management and operation of standard office equipment and software.
• Office administrative principles and practices.
• Practices and techniques of administrative analysis and report preparation.
• Organization and functions of county government.
• 1937 Retirement Act, Ralph M. Brown Act, and Board of Retirement Policies and Procedures.
• Word Processing, spreadsheet and professional presentation software.

Ability to:

• Speak clearly and concisely and listen attentively to obtain and relay information.
• Write clear and concise reports; compose correspondence from brief or minimal oral or written instructions; understand, interpret, and apply laws, rules and written directions to specific situations.
• Interact effectively with employees, retirees, public officials and the general public in routine and in stressful situations requiring tact, poise and flexibility.
• Evaluate demands on administrator’s time and arrange his/her schedule accordingly; recognize when more information is necessary and research and obtain the information through a variety of methods involving analytical and problem-solving skills.
• Identify and choose appropriate decisions from a variety of alternate choices; use sound judgement in recognizing scope of authority.
• Set priorities, coordinate and schedule tasks or events so as to maximize staff and material resources, increase efficiency and anticipate problems.
• Adapt to changing circumstances and work with people from diverse backgrounds.
• Perform difficult clerical work involving independent judgment and requiring speed and accuracy;
• Develop and maintain office records of a confidential nature.
• Effectively use word processing, spreadsheets and professional presentation software to prepare material in a professional manner.

CLASS SPEC HISTORY

Old document: VS:jc
Exsec
New document: Jobspecs/1350
ys/12/00
CSC Date: 10/28/99
AM: cs Revised 4/2/14
CSC Date: 4/16/14

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.