Friday, January 18, 2019

Administrative Assistant

Probation Department

Recruitment #RT-1142-03


This is a reinstatement, transfer or voluntary demotion opportunity for current and former regularly appointed employees of Alameda County.

Pursuant to Civil Service Rule 1744: On the request of a department head and approval of the Commission, a regularly appointed employee who resigned in good standing may, within three years after the effective date of his/her resignation, be reinstated in a position in the class from which he/she resigned or in a position in another class for which he/she may be eligible as determined by the Commission. Appointments by reinstatement following resignation are subject to the probationary period established for the class. You must have been a classified County employee in the same job code or in a job code at the same salary maximum and left the County in good standing. In addition, you must meet the minimum and special qualifications of the specific position.

You must be a current County classified employee in the same job code or in a job code with the same salary maximum for which you are applying. In addition, you must meet the minimum and special qualifications of the specific position.

Voluntary Demotion:
You must be a current County classified employee in a job code which is at a higher salary maximum than the vacancy for which you are applying. In addition, you must meet the minimum and special qualifications of the specific position.



The Alameda County Probation Department is an essential element of the County’s system of public protection and human services. The Department’s role is to reduce the impact of crime in the community by providing accurate, comprehensive and timely information and recommendations to the Courts, providing community-based sanctions and treatment for offenders, and working cooperatively with law enforcement agencies and community organizations with similar objectives. The Department provides a wide range of mandated and discretionary investigative, advisory, and supervisory services to adult and juvenile probationers pursuant to State law and the County Charter.

Under general supervision, to provide paraprofessional-level administrative, operational and procedural support to County departments and agencies; to assist with the implementation of a variety of programs and projects and to do related work as required.

This administrative support class performs a variety of activities, in administrative areas such as personnel, purchasing, contracting, budgeting and report preparation to operational functions such as ensuring that program service deliverers or claimants understand and meet specific rules and guidelines. Although the work is diverse, all positions are typically characterized by all of the following elements:

· the existence of defined policies and procedures;
· some autonomy to implement internal procedural changes; however, external procedural or policy changes must be recommended to a supervisor or manager;
· the availability of supervision in non-routine circumstances; and
· an emphasis upon the processing of documents and work in support of a project or operational program.


Major Tasks, Duties and Responsibilities:

Note: The following statements reflect the general duties considered necessary in order to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements that may be inherent in the job.

1. Prepares and processes new Specialty Mental Health contracts, letters of intent for individual practitioners as well as organizational and group providers; monitors hundreds of provider contracts on an ongoing basis.

2. Prepares and processes Services-as-Needed (SAN) and Supplemental Rate Program (SRP) contracts on an annual basis; ensures that all steps in the contract process are completed; provides technical assistance to contract providers regarding their contracts.

3. Reviews, and processes SAN and SRP monthly claim reimbursements for payment and verifies that all expenditures are in compliance with regulation and contract compliance; when issues arise follows through to resolution in a timely manner with providers.

4. Prepares and processes the inter-county contract - Organic Brain Syndrome (OBS); interacts and coordinates with other counties in the preparation and processing of the contract.

5. Assists in the year-end analysis of the OBS program to determine final cost reimbursement levels for the counties

6. Prepares and processes the Inpatient Consolidation Hospital contracts; coordinates with other unit staff on the completion of the contracts and preparation of the board letters.

7. Reviews Specialty Mental Health and SAN contracts year-end cost reports for completeness, accuracy, and compliance with contract and departmental requirements; acts as the fiscal liaison between the department and contractors, providing assistance to ensure that program guidelines are being fulfilled.

8. Acts as the contract unit liaison for insurance with Risk Management and Public Health (who currently monitors Master Contract insurance); requests and provides insurance rules and regulations; participates in the interdepartmental insurance meetings.

9. Monitors insurance for all non-Master contract providers; provides insurance notification letters to contractors on a monthly basis for non-compliance of insurance requirements; forwards information to the contracts unit staff for withholding of monthly claim payments if necessary.

10. Acts as the liaison between the contracts unit and Information System (IS) in coordinating and resolving systems issues and problems; provides technical assistance to both IS and contract unit staff.

11. Maintains the Request for Reporting Unit (RU) log for new requested RU numbers for the contracts unit; acts as the liaison between the contracts unit and Provider Relations; keeps staff apprised of each RU status.

12. Performs general administrative tasks, e.g., updating procedures and forms; prepares letters and supporting documentation in the administration of contracts.

13. Performs other duties as assigned within classification.



Equivalent to completion of two years of college (90 quarter units or 60 semester units) from an accredited college or university.

(Additional experience as outlined below may be substituted for the education on a year-for-year basis.)



Equivalent to three years of full-time secretarial or office administrative experience which has included some combination of document review and processing, administrative or financial recordkeeping and/or office management.

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


NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the "Examples of Duties" section of this specification.

Knowledge of:

· Office administrative practices and procedures, including records management and the operation of standard office equipment.
· Word processing and computer applications related to the work.
· Research and report preparation principles.
· Basic principles of administrative analysis.
· Basic budgetary and financial recordkeeping techniques.
· Basic principles of public administration.

Ability to:

· Collect, compile and summarize varied information, consider alternatives and reach sound conclusions.
· Explain and apply regulations and procedures in varying situations.
· Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures.
· 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.
· Plan, assign, direct and review the work of others on a project or day-to-day basis.
· Exercise sound judgment within established policies and procedures.
· Establish and maintain effective working relationships with those contacted in the course of the work.

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


To apply please contact Donna Hom at (510)208-1143 or to apply.

You are encouraged to apply immediately as this posting is open until filled and may close at anytime.

Alameda County is an Equal Opportunity Employer