Thursday, April 18, 2019

Supervising Clerk II

Recruitment #18-1139-01

Introduction

THIS IS A NEW ASSEMBLED EXAMINATION.  The eligible list resulting from this examination will cancel any existing list and may last approximately one year, but can be extended.

Applications must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing. 


 

Applications will only be accepted on-line.

 


DESCRIPTION

THE POSITION

The Supervising Clerk specification describes three levels of supervisory clerical classes and identifies the range of responsibility and the type of assignment which distinguishes each level within the series. The basic function of positions in the Supervising Clerk series is to plan, assign, evaluate and supervise the work and operations of a clerical staff consisting of at least two or more full time subordinate employees; to provide training and instruction and make decisions on difficult or sensitive clerical problems; and to accomplish all related procedural and clerical duties and responsibilities in their assigned areas through subordinate employees; and to do related duties as required.

 

Positions allocated to the three levels in this class series exhibit the following sets of characteristics: Positions allocated to the Supervising Clerk II level exhibit the following minimum standard: Having responsibility for directing the work of, and using independent judgment in the supervision and evaluation of at least ten or more full time subordinate employees.

 

THE VACANCIES

We are currently recruiting to establish a countywide eligible list that will be used by any County department or agency needing to fill a vacancy in this classification. Positions in this class are located in the Alameda County Sheriffs Office, Public Works Agency, and Social Services Agency. 


There are three immediate vacancies in the Alameda County Social Services Agency. 


THE AGENCY




The Alameda County Social Services Agency (SSA) is comprised of 2,200 men and women working collectively and in partnership with community-based organizations to serve the needs of the community. Services are provided through four departments: Administration and Finance, Adult and Aging Services, Children and Family Services, and Workforce and Benefits Administration. To learn more about the Alameda County Social Services Agency, please visit the website at https://www.alamedasocialservices.org/.

 

THE IDEAL CANDIDATE

In addition to meeting the announced minimum qualifications below, ideal candidates will also possess the following attributes:   


·       Exceptional communication skills, both written and oral, and the ability to communicate effectively with diverse audiences and in a variety of contexts;

·       Effective strategies and methods to train staff;

·       Excellent interpersonal skills;

·       Lead by example;

·       Experience preparing work schedules for multi-function units; 

·       Familiarity with general accounting processes; 

·       Establishing work priorities and the ability to adjust as needed;

·       Knowledge and ability to foster team cohesiveness;

·       Proficiency in Microsoft Suite, such as Word, Excel, PowerPoint, Outlook; and

·       Good independent judgement and problem-solving skills and abilities.


MINIMUM QUALIFICATIONS

Either I 


The equivalent of one year of full-time experience in the class of Supervising Clerk I or an equivalent or higher level clerical supervisory class in the Alameda County classified service, or two years as a Lead Clerk in the Alameda County classified service. 

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

Or II 

The equivalent of two years of full-time clerical experience in a supervisory capacity in a position equivalent to the County's class of Supervising Clerk I. 

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


KNOWLEDGE AND SKILLS

The most suitably qualified candidates will possess the following competencies:

 

Knowledge of: 


·       County policies and procedures. 

·       Modern office organization, practices, and equipment. 

·       Business correspondence and record keeping systems. 

·       Principles of modern office management. 

·       Training methods and techniques. 

·       Appropriate English grammar, vocabulary, spelling and punctuation. 

·       Word processing programs. 

·       Information systems and computers. 


Abilities: 



·       Written communication. 

·       Oral communication. 

·       Decision making. 

·       Leadership. 

·       Planning and organization. 

·       Management control. 

·       Budget analysis. 

·       Interpersonal sensitivity. 

·       Flexibility. 

·       Adaptation to stress. 

·       Use various data bases. 

·       Understand, implement and train staff on County policies and procedures. 

 


Alternate Range Criteria 


1. Supervisors of clerical units, the majority of whose subordinates are in a class having a salary range equal to or below that of the class of Clerk II, do not receive the alternate range. 

2. Supervisors of clerical units, the majority of whose subordinates are in classes having a salary range above that of the class of Clerk II, are eligible for assignment to the higher applicable salary step and shall be entitled to additional compensation. 

NOTE: In positions where such persons meet the "alternate range" criteria as defined in the class specification, (#2) additional compensation may be provided for, pursuant to provisions of the Alameda County Salary Ordinance.


EXAMINATION COMPONENTS

The examination will consist of the following steps:

 

1.      A review of candidates' application to verify possession of minimum requirements.  Those candidates who possess the minimum requirements for the class will move on to the next step in the examination process;

2.      A written component that will be weighted as qualifying only (pass/fail). Candidates who pass the written test will be invited to the final step in the examination process;

3.      An oral interview which will be weighted as 100% of the candidate's final examination score. The oral interview may contain situational exercises.

 

Candidates must attain a qualifying rating on each portion of this examination. 

WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED EXAMINATION STEPS.

 

Alameda County utilizes a Civil Service Selection System founded on merit.  Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position.  Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position.  Other recruitments may be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.

To learn more about our recruitment and selection process, please visit the “What You Need to Know” section of our website, www.acgov.org/hrs.


Selection Plan

Applicants will be informed via e-mail with reasonable notice in advance of any examination process which will require their attendance. The following dates are tentative and subject to change based on the needs of the Agency:

TENTATIVE SELECTION PLAN:


Deadline For Filing:

Monday, February 25, 2019

Review of Minimum Qualifications:

Thursday, March 14, 2019

Written Test (Pass/Fail):

Week of March 25, 2019

Friday, March 15, 2019*

Monday, March 25, 2019**

Civil Service Panel Interviews:        

Week of April 8, 2019

Week of April 1, 2019*

TBD**

Week of April 22, 2019***

 

*UPDATED 3/4/2019

**UPDATED 3/12/2019

***UPDATED 4/3/2019

  *WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN*

 

Alameda County and the Human Resource Services Department will make reasonable efforts in the examination and/or selection process to accommodate qualified individuals with disabilities and/or medical conditions in accordance/compliance with the State Fair Employment and Housing Act (FEHA), Federal Americans with Disabilities Act (ADA) Alameda County’s Reasonable Accommodation Policy and applicable statues. To request an accommodation due to a disability/medical condition during this or other phases of the examination/selection process, please contact the assigned Human Resources Representative listed on the job announcement before the last date of filing.  Alameda County requires applicants to provide supporting documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a disability/medical condition pursuant to the ADA, FEHA and applicable statues.


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

·       11 paid holidays

·       Floating Holidays

·       Vacation and sick leave accrual

·       Vacation purchase program

·       Management Paid Leave**

·       Catastrophic Sick Leave

·       Employee Mortgage Loan Program

·       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

·       1st 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.


Conclusion

All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add @acgov.org and alamedacountyHR@acgov.org as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the "My applications" button on the Current Job Openings page.

 

Please take the steps recommended above to ensure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

 

NOTE: All notices are generated through an automated email notification system. Replies to the email box alamedacountyHR@acgov.org are routed to an unmonitored mailbox.  If you have questions please go to our website at www.acgov.org/hrs. You may also contact the Human Resources Analyst listed on the job announcement for the recruitment for which you have applied.

 

Ximena Burns, Human Resources Analyst 
Human Resource Services, County of Alameda 
(510) 272-6463; e-mail Ximena.Burns@acgov.org 
www.acgov.org/hrs


Alameda County is an Equal Opportunity Employer