Saturday, June 15, 2019

Administrative Specialist I

Recruitment #19-0218-02

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
Administrative Specialist Is provide professional level administrative, operational and organizational services to County departments and agencies; plan and conduct a variety of studies and inquiries; facilitate the implementation of a wide variety of programs and projects; and perform related work as required.

DISTINGUISHING FEATURES
Administrative Specialist I is the entry level class in the flexibly-staffed class series of Administrative Specialist I/II. Incumbents hired at the I level will be expected to gain experience and demonstrate proficiency which qualifies them to promote to the II level after the equivalent of one year full time service. Appointment at the I level will not be extended beyond one year.

Responsibilities of this broad administrative series normally encompass a variety of activities, such as planning and conducting organizational and policy studies, performing activities related to personnel, purchasing, contracting and budgeting and overseeing functions and staff in administrative services areas. Administrative Specialists may also supervise the work of a small support staff on a project or day-to-day-basis. Although the work is diverse, all positions are typically characterized by all of the following elements:

• The necessity for independent decision making;
• Project, activity and/or functional planning, oversight and evaluation;
• The ability to significantly influence departmental policies, functions or service delivery activities; and
• The limited availability or nature of supervision.

THE VACANCIES
The current vacancies are located in the Assessor's Office, and the General Services Agency. However, the eligible list resulting from this recruitment may be used to fill future vacancies in other departments/agencies countywide.

ASSESSOR'S OFFICE
The primary mandated services of the Assessor's Office include: locate and identify the ownership of all taxable property in Alameda County; determine the taxability of all property; determine the re-appraisability of property changing ownership or having new construction added; annually assess all real estate in accordance with the provisions of Article XIIIA of the State Constitution (Proposition 13); annually assess all taxable personal property at its fair market value; determine and apply all legal exemptions against these assessments; and surrender an accurate assessment roll to the Auditor's Office prior to July 1st each year.

THE GENERAL SERVICES AGENCY
Alameda County General Services Agency (GSA) delivers a host of logistical support services to County agencies and partners from maintenance of facilities and County fleet to energy and environmental management services, capital project management, procurement services, and clean commute and recycling programs. The GSA Community strives not only to provide these services but to also facilitate collaborative and innovative approaches in its efforts. While the GSA Community largely focuses on support services for Alameda County departments and other public agencies, the work has a direct impact on the communities. GSA builds structures such as libraries and youth centers that transform communities, provides opportunities for local businesses, and works towards ensuring that County work practices minimize negative impacts to the environment. GSA employees take great pride in their work and strive to provide the highest-quality service.

THE IDEAL CANDIDATE
In addition to meeting the minimum qualifications, the ideal candidate will demonstrate the ability to:

  • Plan and organize work activities, manage several tasks at once, and establish a course of action for self and others to ensure timely and efficient completion of work;
  • Identify issues, problems or opportunities and determine appropriate course of action;
  • Provide leadership and direct supervision to a small group of administrative/clerical support staff
  • Prepare, update and present reports, correspondence or other documents;
  • Diligently watch over job processes, tasks, and work products to ensure freedom from errors, omissions, or defects;
  • Work cooperatively with others inside and outside the organization, to accomplish objectives and build and maintain mutually-beneficial partnerships;
  • Utilize and stay current on available technology and office equipment;
  • Deliver clear, effective communication, both orally and in writing, and take responsibility for understanding others;
  • Conduct research, analyze data, generate reports and make recommendations to management;
  • Monitor contracts, revenues and expenditures; and
  • Provide administrative guidance, support and expertise to assigned department/division.

MINIMUM QUALIFICATIONS

EITHER I

Experience:
Equivalent to two years of full time experience at the level of or higher than the class of Administrative Assistant in the Alameda County classified service (non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts).

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

OR II

Education:

Equivalent to graduation from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business or public administration, or a field related to the work.

(Additional professional or paraprofessional administrative experience may be substituted for the education on a year-for-year basis.)

Desirable Experience:
Administrative support experience equivalent to that performed by the Alameda County classified service of Administrative Assistant is desirable.

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:

· Principles of public administration.
· Practices and techniques of administrative analysis and report preparation.
· Computer applications related to the work.
· Budgetary and financial record keeping techniques.
· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Basic supervisory principles and practices.
· Basic public personnel, purchasing and contract administration practices.

Ability to:

· Plan and conduct administrative, organizational and operational studies.
· Research, compile and summarize varied information, evaluate alternatives and reach sound conclusions.
· Interpret, explain and apply complex policies, regulations and procedures.
· Plan, assign and review the work of a small staff on a project or day-to-day basis.
· 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.
· Exercise sound independent judgment within established policies and guidelines.
· Establish and maintain effective working relationships with those contacted in the course of work.

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

EXAMINATION COMPONENTS

The examination will consist of the following steps: 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 which is a written examination  weighted as 45% of the candidate’s final examination score. Those candidates scoring highest on the written exam will move on to the next step in the examination process, an oral interview which will be weighted as 55% 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:                                                                                 5:00PM, Friday, July 5, 2019
Review of Minimum Qualifications:                                                                   Friday, July 19, 2019
Written Examination:                                                                                     Week of August 5, 2019
Panel Interviews:                                                               Thursday & Friday, August 29 & 30, 2019

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. All notices are generated through an automated email notification system. Replies to the email box 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. 

Lindsay Christopher, Human Resources Analyst
Human Resource Services, County of Alameda
510-272-6393
Lindsay.christopher@acgov.org   

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.


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