Administrative Assistant

This is a reinstatement, transfer or voluntary demotion opportunity for current and former regularly appointed employees of Alameda County.

Reinstatement:
Pursuant to Civil Service Rule 1744: On the request of a department head and approval of the Commission, a regularly appointed employee who resigned in good standing may, within three years after the effective date of his/her resignation, be reinstated in a position in the class from which he/she resigned or in a position in another class for which he/she may be eligible as determined by the Commission. Appointments by reinstatement following resignation are subject to the probationary period established for the class. You must have been a classified County employee in the same job code or in a job code at the same salary maximum and left the County in good standing. In addition, you must meet the minimum and special qualifications of the specific position.

Transfer:
You must be a current County classified employee in the same job code or in a job code with the same salary maximum for which you are applying. In addition, you must meet the minimum and special qualifications of the specific position.

Voluntary Demotion:
You must be a current County classified employee in a job code which is at a higher salary maximum than the vacancy for which you are applying. In addition, you must meet the minimum and special qualifications of the specific position.

THE AGENCY

The Community Development Agency (CDA) mission is to enhance the quality-of-life of the County residents and plan for the future well- being of the County's diverse communities; to balance the physical, economic, and social needs of the County residents through land use planning, environmental management, neighborhood improvement, and community development; and to promote and protect agriculture, the environment, economic, vitality and human health.

The Alameda County Housing and Community Development Department (HCD) is one of several departments within CDA.  HCD plays a lead role in the development of housing and homeless programs to serve the county's low- and moderate-income households, homeless, and disabled populations. HCD maintains and expands housing opportunities for low- and moderate-income persons and families in the county.

THE POSITION

The Administrative Assistant (Admin), under general supervision, provides paraprofessional-level administrative, operational, and procedural support to the HCD Homeless Division’s Shelter plus Care (S+C) team. The S+C team administers multiple federal grants that fund more than 15 contracts. The Admin will be responsible for providing clerical support for the program and for team members by generating correspondence, creating meeting notes, scheduling meetings, and using the S+C program email inbox to track program applications and inquiries. The Admin will maintain program files and our numerous databases which requires an understanding of data entry, Adobe Acrobat, and Microsoft Programs. 

The Admin is expected to demonstrate a high regard for adhering to the procedures and templates established by the program. 

In our hiring practices, we strive to build teams that reflect the diversity of our County and the populations we serve, and we urge qualified candidates of all races, ethnicity, sexual orientation, and gender identity to apply. 

Please click here for the full job description.

 

IDEAL CANDIDATE

The ideal candidate will have a background in providing clerical support, excellent writing skills, ability to work independently as well as collaboratively, be organized and detail oriented, provide excellent customer service, and have sensitivity to working with people of different cultural and economic backgrounds. 

In addition to meeting the minimum qualifications stated below, the ideal candidate will have demonstrated a track record of success in the following areas:  

·       Experience with supporting a team;

·       Comfortable with working in a fast-paced environment;

·       Ability to prioritize work responsibilities;

·       Capable of tracking projects and assigned tasks to completion;

·       Be a motivated team player with excellent interpersonal and communication skills; 

·       Excellent computer skills, including Excel, Word, Power Point and Outlook.   

Education:

Equivalent to completion of two years of college (90 quarter units or 60 semester units) from an accredited college or university.

(Additional experience as outlined below may be substituted for the education on a year-for-year basis.)

AND

Experience:

Equivalent to three years of full-time secretarial or office administrative experience which has included some combination of document review and processing, administrative or financial recordkeeping and/or office management.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

The most suitably qualified candidates will possess the following competencies:

Knowledge of:

· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Word processing and computer applications related to the work.
· Research and report preparation principles.
· Basic principles of administrative analysis.
· Basic budgetary and financial recordkeeping techniques.
· Basic principles of public administration.

Ability to:

· Collect, compile and summarize varied information, consider alternatives and reach sound conclusions.
· Explain and apply regulations and procedures in varying situations.
· Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures.
· Prepare clear and accurate reports, correspondence, procedures and other written materials.
· Represent the department and the County in meetings with others.
· Organize and prioritize work and meet critical deadlines.
· Maintain accurate records and files.
· Plan, assign, direct and review the work of others on a project or day-to-day basis.
· Exercise sound judgment within established policies and procedures.
· Establish and maintain effective working relationships with those contacted in the course of the work.

Licenses: Specified positions may require possession of a valid California driver's license.

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

• 11 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Catastrophic Sick Leave
• Group Auto/Home Insurance
• 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.

 

TO APPLY:  Please contact Eileen De Guzman at HCDAdmin@acgov.org to apply.

You are encouraged to apply immediately as this posting is open until filled and may close at anytime.

Alameda County is an Equal Opportunity Employer