County of Alameda

DESCRIPTION

Under general supervision, to perform responsible, varied, and occasionally confidential administrative assistance to a department head and associated professional staff; and to perform related work as required.

DISTINGUISHING FEATURES

This is a journey-level classification, distinguished from other clerical classes in that incumbents independently provide administrative support for a department head, requiring knowledge of both departmental processes, activities and procedures, and the manager's approach to specific issues. Day-to-day activities require the use of significant initiative, judgment and discretion, particularly when prioritizing work from several sources or when dealing with agency departments and managers, County staff, other agencies, and/or the public.

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. Types a wide variety of drafts and final documents, including confidential materials, from written materials, instructions and notes; proofs completed materials for accuracy, completeness, format, compliance with requirements, and appropriate English usage; composes and types routine correspondence.

2. Receives and screens visitors and telephone calls; provides factual information which may require the interpretation of policies and procedures; takes messages.

3. Develops clerical procedures, forms, systems, etc., to meet department needs; creates, organizes and maintains various departmental files, records and resource materials.

4. Opens, sorts, screens and distributes incoming mail, attaching pertinent backup materials; prepares outgoing mail.

5. Maintains calendars, schedules appointments and arranges meetings.

6. Monitors and orders office supplies.

7. Coordinates or performs the preparation, compilation, reproduction and distribution of various documents and reports e.g. assists with copying and collating of monthly Board Agenda.

8. Performs various errands, such as document pickup/delivery.

9. Performs a variety of administrative tasks specific to assigned department, such as data input and retrieval, record keeping/tracking of department-related financial data, processing of forms and documents, etc.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of experience in the class of Clerk II or an equivalent or higher-level clerical class in the Alameda County classified service (non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts) that requires a typing proficiency level of not less than 40 wpm.

Or II

The equivalent of two years of full-time experience in responsible clerical work which has provided the required knowledge and abilities.

License:

Possession of a valid California Driver license.

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 and record-keeping systems.
• Modern office equipment operation, including computers and word processing software.
• Correct English usage, including spelling and grammar, business letter writing and proper format for typed materials.

Ability to:

• Type with speed and accuracy at not less than 55 wpm.
• Operate computer equipment and software, as well as standard office equipment.
• Compose correspondence, reports or other materials from brief oral or written instructions.
• Establish systems for and maintain accurate files and records.
• Identify and correct errors in a variety of documents.
• Organize, prioritize and complete workload under deadlines, multiple demands, changing priorities and frequent interruptions.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Use initiative and judgment within established guidelines, including dealing with sensitive and confidential information.
• Learn to interpret and apply laws, rules, and written directions to specific situations.

CLASS SPEC HISTORY

RS:dj
5/18/94
Old document: 1261h
New doc: Jobspecs/4918.doc
ys/5/01
CSC Date: 5/18/94
VH:pf Rev-Admin. 8/15/01
MH:cs Revised 12/16/10
CSC Date: 1/12/11

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) 
• 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
• 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.