County of Alameda

DESCRIPTION

Under the general direction of the Chief Executive Officer, the Administrative Support Specialist, ACERA is responsible for performing a wide variety of highly specialized administrative and secretarial support work for the Retirement Association Executive Management Team and the Agency.


DISTINGUISHING FEATURES

The Administrative Support Specialist, ACERA may receive direction from Retirement Association Executive Management Team. This class is distinguished from positions in the administrative secretarial classification in that the incumbent in this class is located in the Alameda County Retirement Association Office and serves as Administrative Support to the Retirement Association Senior Management Team.

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. Assists with the development and preparation or directs preparation of notices of meetings, the agenda, and other information for the Retirement Board of Trustees; attends and prepares minutes for all regular and special committees/subcommittees; edits drafts for composition and grammatical structure.

2. Coordinates staff meetings with individuals, groups, or members by obtaining additional data.

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

4. Provides secretarial support to the Retirement Association Executive Management Team.

5. Prepares a variety of letters, memos, procedures and other written materials; may enter information into multiple databases, may access multiple databases or use information from various sources to prepare such materials.

6. Assigns and trains subordinates, including temporary clerical support staff.

7. Gathers information for analysis; evaluates alternatives and makes recommendations for technological and policy changes; prepares reports and materials for the Executive Management Team or agency.

8. Interprets and applies a variety of policies, rules and regulations; provides information which may require tact and judgment to employees and others.

9. Supervises the maintenance and administration of ACERA’s electronics contracts database (an enterprise-wide database which contains historical/current contracts and contract-related documents for all ACERA Departments – Administration, Accounting, Investments, PRISM, Benefits, legal and Human Resources). Uses the database to generate a variety of custom and routine analytic reports for management. Uses the database to monitor contract expiration dates and insurance certificate expiration dates.

10. Provides information, technical assistance and training in the use of the ACERA electronic contracts database.

11. The position is responsible for providing administrative support to attorneys performing legal due diligence on complex, document-intensive, investment contracts.

12. Receives, indexes and categorizes voluminous legal due diligence documents for complex investments contracts and analyzes documents for completeness.

MINIMUM QUALIFICATIONS

Either

Experience:

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

Or

Experience:

The equivalent to graduation from an accredited four-year college or university (180 quarter units of 120 semester units) with major coursework in business or public administration, or a field related to the work.

(Additional professional or paraprofessional administrative services experience may be substituted for the 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:

• Principles, methods and techniques of project management and contract administration.
• Modern office practices, procedures, and techniques, including records management and operation of standard office equipment.
• Office administrative principles and practices.
• Practices and techniques of administrative analysis and report preparation.
• Organization and functions of county government.
• 1937 Retirement Act, Brown Act, and Board of Retirement Policies and Procedures

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.
• Identify and choose appropriate decisions from a variety of alternate choices; use sound judgment 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.
• Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
• Interpret, explain and apply complex policies, regulations and procedures.
• Prepare clear and accurate reports, correspondence, procedures, policies and other written materials.

CLASS SPEC HISTORY

AE:dj 12/94
Old doc: 1273h
New doc: 1354.doc
ys/12/00
CSC Date: 1/11/95
SG:po Revised 3/20/07
CSC Date: 7/18/2007
SG:cs Revised/Retitled 7/5/11
Old Title: Executive Assistant to Retirement Association
CSC Date: 7/27/11

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.