Tuesday, June 15, 2021

Administrative Specialist II

Recruitment #21-0219-01

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.

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

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

Applications and Supplemental Questionnaire will only be accepted on-line.


DESCRIPTION

THE AGENCY

Alameda County, located on the east side of San Francisco Bay, is California’s seventh-largest county. The County employs 9,080 full-time employees and operates on an annual budget of $2.39 billion. Oakland, the County seat, is California’s eighth largest city. One and a half million people call Alameda County home and live in a variety of incorporated cities, unincorporated communities and rural areas. As a major urban county, Alameda provides a full range of services to its citizens. The County is a blend of culturally and ethnically diverse communities, and its mixture of cosmopolitan and suburban areas provides the perfect environment for families and their active lifestyles. The County offers extensive cultural resources, countless recreational opportunities and an array of fine public and private colleges and universities.

THE POSITION 

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

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.

For more detailed information about the job classification, visit: Administrative Specialist II

IDEAL CANDIDATE

In addition to meeting the minimum qualifications stated below, the ideal candidate will have demonstrated a track record of success in the following areas:

  • Practices and techniques of administrative analysis and report preparation.  
  • Office administrative practices and procedures, including records management and the operation of standard office equipment. 
  • Researching, compiling and summarizing varied information.
  • Evaluating alternatives and reaching sound conclusions.
  • Interpreting, explaining and applying complex policies, regulations and procedures.
  • Organizing and prioritizing work and meeting critical deadlines.
  • Maintaining accurate records and files.
  • Exercises sound independent judgment within established policies and guidelines.
  • Establishing and maintaining effective working relationships.
  • Excellent oral and written communication.
  • Basic budgetary and financial record keeping techniques.
VACANCIES

The current vacancy is within the Social Services Agency.  However, the eligible list resulting from this recruitment may be used by any department needing to fill a vacancy.

MINIMUM QUALIFICATIONS

Either I

Experience:

The equivalent of one year full-time experience in the class of Administrative Specialist I in the Alameda County classified service.

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.)

AND

Experience:

Equivalent to one year of full-time professional-level experience in planning and conducting administrative, operational and organizational studies and providing varied administrative support at the level of or higher than that performed by the County class of Administrative Specialist I.

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:

  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 review of the supplemental questionnaire to determine the best qualified.
  3. 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 21, 2021
 Review of Minimum Qualifications:                            by Friday, July 7, 2021
 Review of Supplemental Questionnaire for best qualified:                             by Friday, July 30, 2021
 Oral Interviews:                            Week of August 16, 2021

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
  • 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 @jobaps.com, acgov.org and Noreply@jobaps.com 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 Noreply@jobaps.com 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.


Erika Beams, Human Resources Analyst 
Human Resource Services Division, County of Alameda
Erika.Beams@acgov.org  PH: 510-272-6393
www.acgov.org/hrs


DISASTER SERVICE WORKER

All Alameda County employees are designated Disaster Service Workers through state and local law.  Employment with the County requires the affirmation of a loyalty oath to this effect.  Employees are required to report to work as ordered in the event of an emergency.


EQUAL EMPLOYMENT OPPORTUNITY

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.