Friday, September 20, 2019

Executive Assistant to the General Manager, Zone 7 (Promotional)

Recruitment #19-4920-01

Introduction

YOU MUST BE AN ALAMEDA COUNTY EMPLOYEE TO APPLY

 

THIS IS A NEW PROMOTIONAL ASSEMBLED EXAMINATION.  The eligible list resulting from this examination will cancel any existing list and may last approximately one year but can be extended.  Qualified applicants must be current county employees and have completed the equivalent of six months of continuous service following a regular appointment in the Alameda County classified service by June 24, 2019.  A regular appointment does not include provisional, TAP (Temporary Assignment Pool), or STEP-UP appointments.

Supplemental Questionnaire: A properly completed Supplemental Questionnaire must be submitted with each application. Failure to submit the Supplemental Questionnaire will result in disqualification.

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.

Applications will only be accepted on-line

DESCRIPTION

THE AGENCY

Zone 7 Water Agency supplies treated drinking water to retailers serving approximately 240,000 residents and businesses in Pleasanton, Livermore, Dublin and, through special agreement with the Dublin San Ramon Services District, the Dougherty Valley area of San Ramon.   Zone 7 also supplies untreated irrigation water (mostly to vineyards) and provides flood protection to eastern Alameda County.

For more information regarding the Alameda County Flood Control and Water Conservation District, Zone 7, please visit their website at http://www.zone7water.com.

THE POSITION

Under general direction, of the General Manager, plans, organizes, and provides direction and oversight for a comprehensive records management program and executive services of the Agency including administrative support to the Board of Directors; coordinates Executive Services activities with other divisions and departments; provides assistance to the General Manager; ensures that functions meet all applicable laws, regulations, and Agency policies; fosters cooperative working relationships with intergovernmental and regulatory agencies; supervises other administrative staff and performs other duties as assigned.

THE IDEAL CANDIDATE

The ideal candidate has experience with a proven track record of success that demonstrates knowledge, skills and abilities in the following areas:

  • Effectively plans, administers and coordinates the operations and responsibilities of the Office of the General Manager.
  • Knows the functions, authorities and responsibilities of an elected Board of Directors and rules and regulations applicable to the noticing and conduct of public meetings.
  • Possesses a thorough understanding of federal, state and local laws and procedures relating to the maintenance of records; California election laws and procedures; the Brown Act; the Public Records Act; and other pertinent legislation/regulatory requirements.
  • Understands practices and procedures related to contract administration.
  • Manages, directs and guides Agency office support staff providing leadership and decision making abilities when difficulties or challenges arise.
  • Ensures that regular communication occurs based on the needs of the work, the individual, management or the situation.
  • Identifies problems and uses logic, judgment and data to evaluate alternatives and recommend solutions to achieve the desired organizational goal or outcome.
  • Maintains a high level of energy and commitment to juggle multiple tasks and priorities, and use available resources to get more done with less; all without losing focus.
  • Manages office, facility and record keeping systems for storage, tracking, internal control and retrieval of information and materials.
  • Possession of a Board Secretary/Clerk certificate from the California Special Districts Association and California Notary Public are highly desirable.

 

MINIMUM QUALIFICATIONS

EITHER I

 

Experience:

The equivalent of two years full-time experience in the class of Administrative Assistant, Zone 7 or Administrative Specialist II in the Alameda County classified service.

 

OR II

 

Education:

The equivalent to a Bachelor’s degree from an accredited four-year college or university (180 quarter units or 120 semester units) with major coursework in business administration, public administration or a closely related field.

 

 

AND

 

Experience:

The equivalent of four years’ full-time increasing administrative support experience comparable to the County's Administrative Specialist II classification including lead experience.

 

 

License:

Possession of a valid California Driver License required. 

 

Certificate:

Possession of a valid Notary Public certification within 12 months of hire.

 

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, practices, and procedures related to public agency record keeping and the clerk function, including the interpretation of laws, regulations, policies, and procedures.
  • Procedures, precedents, and requirements related to the conduct and records maintenance for Board of Directors’ meetings.
  • Functions, authority, responsibilities, and limitations of an elected Board of Directors.
  • Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
  • Applicable Federal and State laws such as the Brown Act, Records Act, Open Meeting law, and Rosenberg’s Rules of Order and/or Robert’s Rules of Order.
  • Basic practices and procedures, including business correspondence and record-keeping systems.
  • Modern office methods, procedures, and equipment operation, including computers and standard applications software.
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for effectively representing the Agency in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
  • Techniques for providing a high level of customer service to public and Agency staff, in person and over the telephone. 
     

Ability to:
  • Plan, organize, administer, coordinate, review, and evaluate a records management program.
  • Take accurate minutes at a speed sufficient for successful job performance.
  • Effectively represent the division and the Agency District in meetings with governmental agencies, professional, and regulatory, and legislative organizations.
  • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
  • Operate computer equipment and software, as well as standard office equipment.
  • Compose correspondence, reports, and other materials from brief oral and written instructions; write reports, letters, memos, and meeting agendas with accuracy and clarity.
  • Organize, prioritize, and complete workload under deadlines, multiple demands, changing priorities, and frequent interruptions with minimal instructions or supervision,
  • Establish and maintain effective working relationships with those contacted in the course of the work.
  • Think critically, using judgement, knowledge and proper interpretation of policies and procedures, including dealing with sensitive and confidential information.
  • Interpret and apply laws, rules, and written directions to specific situations.
  • Exercise effective personal/communication skills. Communicate with a wide range of persons, such as elected officials and the public in person, over the telephone, and in writing.

EXAMINATION COMPONENTS

The examination will consist of the following steps:

  1. A review of the 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. An oral interview which will be weighted as 100% of the candidates’ final examination score. The oral interview may contain situational exercises.

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

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 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:

5:00 p.m., Monday, June 24, 2019

Review of Minimum Qualifications:

by Thursday, June 27, 2019

Oral Interviews*:

Tuesday, July 16, 2019

*If designated as a combined oral examination/hiring interview, in addition to establishing an eligibility list, the oral interviews may serve as the final selection interview for vacancies in this classification.

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.

Leticia Diaz, Human Resources Analyst
Human Resource Services Division, County of Alameda
510-272-6469; Email: Leticia.Diaz@acgov.org
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.