Saturday, July 21, 2018

Executive Assistant to the County Administrator

Recruitment #18-1229-01

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.  

Supplemental Questionnaire:  A properly completed Supplemental Questionnaire must be submitted with each application.  Applications and Supplemental Questionnaires must be in the possession of the Human Resource Services Department by 5:00 p.m. on the Last Day for Filing.  Failure to submit the Supplemental Questionnaire will result in disqualification.

DESCRIPTION

THE ALAMEDA COUNTY ADMINISTRATOR'S OFFICE:

The County Administrator is responsible for the implementation of policies and decisions of the Board of Supervisors. The County Administrator's Office is composed of six units that provide and oversee programs serving the entire County. These units include Intergovernmental Affairs and Civic Engagement, Budget, Finance, Clerk of the Board of Supervisors, East Bay Economic Development Alliance, and Risk Management.  The Alameda County Administrator's Office's Mission, Vision and Values are as follows:

 - Mission

To enrich the lives of Alameda County residents through visionary policies and accessible, responsive, and effective services.

- Vision

Alameda County is recognized as one of the best counties in which to live, work and do business.

- Values

Integrity, honesty, respect, fiscal stewardship, commitment, accessibility, responsiveness, leadership, teamwork, diversity, environmental stewardship, social responsibility, and compassion.

 To learn more about the County Administrator's Office, please visit its website at: 

 http://www.acgov.org/cao/services.htm

 

THE POSITION:

The Executive Assistant to the County Administrator, under direction of the County Administrator, serves as personal and confidential Executive Assistant to the chief administrative officer of the County, performs unusually difficult and complex secretarial work requiring tact, independent judgment and action, relieves the County Administrator of a wide variety of administrative and office details, and does other related duties as required. Executive Assistants to the CAO regularly work with Elected Officials and Appointed Agency Heads and are expected, as a function of their job, to work hours adaptable to the County Administrator's work schedule.

This class is distinguished from other secretarial/support service positions by the level of independence exercised by the incumbent in maximizing the effective use of the County Administrator’s time by scheduling all appointments, screening calls and mail and relieving the County Administrator of some administrative responsibilities. It is further distinguished from other secretarial/support services classes by the sensitive and confidential nature of the work, the independent judgment and latitude exercised by the incumbent and the on-going interaction with high ranking local and state officials, representatives of business and community organizations; union representatives, members of the Board of Supervisors and all levels of County personnel.

 

MINIMUM QUALIFICATIONS

EITHER I:

- Experience:

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

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

OR II:

- Education:

Successful completion of a comprehensive secretarial/Executive Assistant training program at an accredited Community College, or recognized certified business school.

AND:

- Experience:

The equivalent of five years of full time experience comparable to the class of the County’s Administrative Secretary classification. (Additional extensive secretarial experience can be substituted on a year for year basis for the educational requirement.)

SPECIAL REQUIREMENT:

Incumbents of this class will be required to work hours adaptable to the County Administrative Officer's work schedule.

 

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:

• Organization and functions of County government.
• County policies and procedures.
• 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 support services aspects of a large or complex program.

Ability to:

• Exercise good judgment, sensitivity and confidentiality.
• Multi-task and respond quickly and effectively to constantly changing priorities.
• Be proactive, address sensitive issues before these evolve into conflict.
• Identify any nuances in oral and written communications and advise the County Administrator and/or appropriate staff.
• Exercise effective personal/communication skills. Communicate with a wide range of persons, such as elected officials, the public and labor representatives over the phone, via email and in person.

EXAMINATION COMPONENTS

THE EXAMINATION WILL CONSIST OF THE FOLLOWING STEPS:

1) A review of candidates' applications and supplemental questionnaire to verify possession of the 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 qualifying only (pass/fail) computer skills assessment test that will evaluate the candidates' ability to use Microsoft Outlook, Word and Excel, and ability to type a minimum of 40 net words per minute. Only candidates who pass the computer skills assessment will be invited to the last step in the testing 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 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 website, www.acgov.org/hrs.

Selection Plan

Applicants will be informed via email 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, May 7, 2018

Review of Application for Minimum Qualifications:

May 8, 2018

Review of Skills Assessment and Typing Performance Test:

Week of May 21, 2018

Oral Examination:

July 13, 2018*

 *updated 6/4/18

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 statutes. 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 statutes.

For more information regarding our Reasonable Accommodation procedures, please visit our website, www.acgov.org/hrs

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 bulletin for the recruitment for which you have applied: 

Sam Gee,  Human Resources Division Manager 

Human Resource Services, County of Alameda

(510) 267-9492; E-Mail samson.gee@acgov.org

www.acgov.org/hrs

 

Alameda County is an Equal Opportunity Employer