Thursday, November 14, 2019

Administrative Assistant

Recruitment #RT-1142-04

Introduction

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

Reinstatement:
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.

Transfer:
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.

DESCRIPTION

 

THE AGENCY

The mission of the Healthy Homes Department is to advance an integrated approach for safe and healthy housing, through collaborative community initiatives, applied research and policy development in order to improve the lives of vulnerable populations. 

For more information, visit our website: www.achhd.org

 

THE POSITION:

 

The Healthy Homes Department is seeking an Administrative Assistant to join the Administrative unit.  The main areas of responsibility  include assisting with the department budget, financial reporting, reviewing employee claims, coordinating purchasing activities and special administrative projects as assigned. 

 

THE IDEAL CANDIDATE:

 

The ideal candidate has strong attention to detail, a good problem solver and organized. They enjoy working as part of a team as well as independently on special projects. They provide consistent excellent customer service and work collaboratively with internal and external partners. They are comfortable taking the initiative recommending process improvements in department administration.

Major Tasks, Duties and Responsibilities:

1. Reviews a variety of documents related to the operations of the unit for conformance to program regulations and procedures; researches and makes corrections as required; distributes documents internally or externally, meeting appropriate deadlines; prepares periodic and special reports regarding documents processed.

2. Acts as liaison for the unit to which assigned with other County departments, representatives of other organizations, program participants and the public; requests and provides information regarding program rules, regulations and activities.

3. Performs such special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports.

4. Compiles figures for the preparation of the unit's budget; makes standard projections for payroll and other costs; researches capital improvement costs; inputs data and produces draft and final budget documents; during the budget year, reviews expenditure reports and processes fund transfers as required.

5. Processes a variety of personnel forms including examination and certification requests and payroll documentation; reviews forms for completeness and conformance to rules and regulations; maintains confidential personnel and related records; answers employee questions regarding personnel procedures and conducts orientations for new employees.

6. Coordinates purchasing activities; reviews requisitions for completeness and accuracy; ensures appropriate coding and availability of funds; follows-up on requisitions with Purchasing; processes confirming requisitions and special orders.

7. Prepares contract documentation and processes requests for payment for professional service and related contracts; ensures that contract provisions are met and that appropriate approvals are received.

8. Reviews claims for payment for completeness, accuracy, and conformance to program requirements; submits such claims to various funding sources; monitors payment status, researches errors and makes required adjustments.

9. Performs such office administrative tasks as updating internal procedures, acting as the office automation administrator, maintaining an inventory of supplies and forms, providing for equipment maintenance, overseeing filing systems and updating internal procedures and forms; may plan, assign, direct and review the work of a small office support staff.

10. Serves as the unit's representative on a variety of committees and task forces.

11. Prepares a variety of letters, memos, procedures and other written materials; may enter information into and access multiple data bases or use information from various sources to prepare such materials.

12. Maintains accurate records and files related to work performed.

13. Operates a variety of standard office equipment including a word processor and/or computer; may drive a County or personal vehicle to attend meetings.

MINIMUM QUALIFICATIONS

Education:

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.)

AND

Experience:

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.

KNOWLEDGE AND SKILLS

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.

Conclusion

To apply please contact Lidice De la Fuente at (510)567-8291 or Lidice.delafuente@acgov.org  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