Saturday, May 25, 2019

Secretary II

Recruitment #18-1220-01

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 (Friday, May 17, 2019).  Postmarks are not accepted.  Applications will only be accepted online

DESCRIPTION

THE POSITION
Under general supervision, incumbents perform a wide variety of difficult to complex secretarial and clerical duties; relieve an administrator of administrative details; and perform other related duties as required.

EXISTING VACANCIES
While the immediate vacancies for this classification are within the Sheriff's Department, Social Services Agency, General Services Agency and the Community Development Agency, please note that the eligible list resulting from this recruitment and selection process may be utilized for other future vacancies which may arise within the next year for these and other County Departments/Agencies.

IDEAL CANDIDATE
In addition to meeting the minimum qualifications listed below, the ideal candidate will have demonstrated a successful track record of being able to:

  • Plan and organize work activities; manage several tasks at once; establish a course of action for self and others to ensure that work is completed efficiently;
  • Demonstrate a willingness to commit to one’s work and to invest one’s time, talent, and best efforts in accomplishing organizational goals;
  • Assimilate and apply new job-related information in a timely manner;
  • Ensure that the customer perspective is a driving force behind business decisions and activities;
  • Accomplish tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time;
  • Effectively communicate and clearly convey information and ideas and interact well with others by relating to people from varied backgrounds and in different situations; and who exemplifies understanding, courtesy, tact, empathy, concern, and politeness;
  • Build and maintain key partnerships with members of one's own Department/Agency, other Departments/Agencies, and vendors;
  • Make a positive impact on others by exuding an air of confidence, creating good first impressions by professionally commanding attention, and earning the professional trust and respect of others; and 
  • Consistently maintain effectiveness when experiencing changes in work processes and procedures, work assignments, and personnel.

 

MINIMUM QUALIFICATIONS

 Either I

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

Or II

The equivalent of three years of increasingly responsible clerical experience comparable to the County's Secretary I classification, that requires a typing proficiency level of not less than 40 wpm.

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

KNOWLEDGE AND SKILLS

The most suitably qualified candidates will possess the following competencies:

Knowledge of:

· Modern office practices and procedures, including business correspondence, record keeping systems, and standard office equipment operations.
· Correct English usage, including spelling and grammar; business letter writing and proper format for typed materials.
· Word processing and/or spreadsheet applications.
· Principles of managing and coordinating secretarial aspects of a large or complex program.
· Organization and functions of County government.

Ability to:

· Perform difficult clerical work involving independent judgment; type with speed and accuracy at not less than 40 words per minute.
· Prepare clear and comprehensive reports; draft, compose and edit correspondence from brief oral or written instructions, using word processing applications.
· Speak clearly and concisely to obtain and relay information.
· Maintain personnel and other record files.
· Identify and correct errors in English usage, grammar, and mathematical calculations in a variety of documents.
· Organize and prioritize work load; complete work under time deadlines.
· Learn to interpret and apply laws, rules, and written directions to specific situations.
· Establish and maintain effective working relationships with co workers and the general public.
· Assist in devising and keeping office records of a confidential nature; maintain confidentiality.
· Evaluate demands on an Administrator's time; arrange his/her schedule accordingly.
· Work with officials and the general public in routine, emergency, and emotional situations.
· Take responsibility and use good judgment in recognizing scope of authority.

SELECTIVE CERTIFICATION CRITERIA

Some positions require the ability to take shorthand at a speed of not less than 80 words per minute and transcribe it accurately via shorthand or dictation recording equipment.

EXAMINATION COMPONENTS

THE EXAMINATION WILL CONSIST OF the following steps:

1) A review of candidates' applications 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 pass/fail typing and pass/fail computer assessment (Word and Excel), weighted at (30%).  Those candidates who pass the typing and computer assessment test will move on to the next step in the examination process;

3) A pass/fail written test, weighted at (30%).  Those candidates who pass the written test will move on to the last step in the examination process;  

4) An oral interview which will be weighted as (40%) 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 components. 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

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:

May 17, 2019

Review of Minimum Qualifications:

May 27, 2019

Typing Performance Test/Computer Assessment Test:    

Week of June 17, 2019 

Civil Service Panel Interviews:

Week of July 15, 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 insure 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 bulletin for the recruitment for which you have applied.

Ione M. Bell, Human Resources Analyst II
Human Resource Services Division, County of Alameda
510-272-6456
www.acgov.org/hrs

Alameda County has a diverse workforce, that is representative of the communities we serve, and is proud to be an equal opportunity employer.  All aspects of employment are based on merit, competence, performance and business need. Alameda County does not discriminate in employment on the basis of, race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors protected under federal, state and local law. Alameda County celebrates diversity and is committed to creating an inclusive, and welcoming workplace environment.