Administrative Secretary

***Compensation Updated on brochure on 03/04/2024 ***

San Joaquin County, a place where YOU belong!
The average person spends one third of their life at work. Why not spend that time in an environment where you are seen for who you are, celebrated for the diversity you bring, and valued for your potential to contribute to an innovative and dynamic workforce? San Joaquin County is committed to creating and sustaining an inclusive and equitable workplace which supports and values our diverse community.
Come join us! This is where YOU belong. 

The San Joaquin County Department of Child Support Services (DCSS) is a resource for parents - custodial and noncustodial - and legally acknowledged guardians - that works to ensure children and families receive court ordered financial and medical support.  

DCSS partners with parents to develop cooperative family relationships and shared responsibilities.  We help ALL parents navigate the child support process from beginning to end, whether the parents were married or not, live in different states, or are even in a different country.    

DCSS promotes a positive culture, efficiencies in program operations, and expansion of services, by collaborating with other county agencies to improve the lives of the families requesting our services.   

We treat our employees as we treat our customers, recognizing our team members as an integral part of our growth and success. Come join our Team!

We have two locations – in Stockton and Tracy
We offer training
We offer promotional opportunities
We offer flexible work schedules
We offer retirement, flexible spending accounts, medical insurance
We model a family friendly environment

Learn more about our program by clicking on the links below:  

What is child support? 
https://youtu.be/R7dkf_F5nO4
https://youtu.be/Yzkb_ol8Hk4   

What services does the Department of Child Support Services offer?
https://youtu.be/lRyqyX9Gjb4

For more information about the position please see our brochure below :

• Performs advanced secretarial support duties, usually to a senior-level manager/administrator within a department or large division; acts as a liaison between the manager(s) and staff and may represent management in sensitive and confidential situations; develops and recommends complex procedures applicable to areas of assignment; develops and implements systems for improving the efficiency and effectiveness of assigned operations; monitors deadlines and calendars as assigned and develops/maintains control and tracking systems; arranges and coordinates complex meetings, seminars or classes; arranges for travel transportation; may coordinate and/or perform clerical/technical aspects of budget administration.
• Receives and screens visitors and calls, using a high degree of judgment in their disposition; interprets and explains specialized and complex information regarding established rules, regulations, policies, procedures and technical office operations to managers, patients, clients, outside agencies and others; researches difficult and complex issues; obtains information from managers, staff, patients, clients, and others; identifies and seeks to meet customer needs, maintaining tact and diplomacy and using good judgment regarding sensitive/confidential matters; provides customer service in a calm, helpful and effective manner.
• Relieves superior of complex quasi-administrative/analytical duties in areas such as personnel management, payroll, purchasing, inventory, systems maintenance and/or similar functions; gathers, analyzes and maintains specialized and complex information related to office administrative operations, including administration of the budget; reviews and analyzes complex legal, custody, health care and other administrative records to identify needed information; researches, compiles, maintains and processes statistical, financial and/or other numerical data to support highly specialized office functions; may perform highly-advanced clerical accounting duties.
• Prepares a variety of difficult and complex reports, letters, resolutions and other documents with substantial independence, utilizing a highly advanced knowledge of specialized subject matter; develops and maintains complex spreadsheets and databases, either by hand or computer; maintains data and develops reports for budget and other purposes.
• Develops and maintains specialized filing systems, including coding and indexing various records and/or legal documents; prepares master lists and control files.
• Applies internal and external laws, regulations, ordinances and policies as they relate to assigned responsibilities; may produce and/or issue complex documents and complete complex forms for the purpose of documenting specialized program-related information.
• As an incidental duty, may supervise a medium to large-sized group of clerical and/or technical employees; provides training as assigned; develops, organizes and distributes training materials as appropriate.

(Special Note:  For positions reclassified to this class as part of Classification Studies #01-18 and #02-08, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.)           

Either I

Experience:  One year at a level comparable to or higher than Office Secretary in San Joaquin County service that included significant responsibility for performing management secretarial duties.

Or II

Experience:  Five years of general clerical, secretarial and/or office technical work, including at least one year with primary responsibility for performing management secretarial duties.

Substitutions:  a)  One year of business training in an approved vocational training program may substitute for one year of the above-required experience; or b) Completion of 30 semester/45 quarter credit units at an accredited college or university may substitute for one year of the above-required experience.  

And  

Certificates:  If required by the nature of the assignment: 1) possession of acceptable typing/keyboarding or other certification of ability to input data at the rate of 45 words per minute; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs.

Special Requirement: Most positions require the ability to use computers and/or word processing equipment.  If required by the nature of the assignment, demonstrated general or software-specific computer proficiency may be required prior to appointment.

Advanced secretarial and other office practices and procedures, including office management; principles and practices of prioritizing, planning and organizing work; advanced clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical methods of researching, gathering, organizing and reporting data; fundamental analytical principles and processes; personal computer systems and general office computer software; public relations techniques; advanced interviewing techniques; advanced filing and record keeping systems; complex correspondence and report formats; advanced clerical accounting methods and practices; principles of training and supervision.

Provide a full range of secretarial duties to support managers and/or other high-level staff; perform quasi-administrative/analytical work related to various specialized office activities; research, interpret, and apply complex laws/regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting and systems development/maintenance; evaluate and establish priorities; gather, organize, input and maintain complex information, including financial or program-specific data; provide/obtain detailed information to/from others as appropriate, including confidential and/or otherwise sensitive information; utilize advanced office procedures and equipment; follow complex oral and written procedures and directions; establish and maintain effective working relationships with others, even in difficult situations; communicate effectively with others; write clearly and legibly; perform advanced arithmetical operations; lead or supervise others.

Mobility-Frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting-Frequently 5 pounds or less; occasionally 5 to 30 pound; Visual-Constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking-Frequent hearing of normal speech, hearing/talking on the telephone, talking in person;  Emotional/Psychological-Frequent decision making, concentration, and public contact; Special Requirements-Some assignments may require working weekends, nights, and/or occasional overtime;  Environmental-Occasional exposure to varied weather conditions.

San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.

Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021. 

Health Insurance:  San Joaquin County provides employees with a choice of three health plans:  a Kaiser Plan, a Select Plan, and a Premier Plan.  Employees pay a portion of the cost of the premium. Dependent coverage is also available. 

Dental Insurance:  The County provides employees with a choice of two dental plans:  Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan.  There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense.

Vision Insurance:  The County provides vision coverage through Vision Service Plan (VSP).  There is no cost for employee only coverage; dependent coverage is available at the employee’s expense.

For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits. 

Life Insurance:  The County provides eligible employees with life insurance coverage as follows: 

 1 but less than 3 years of continuous service:                   $1,000
 3 but less than 5 years of continuous service:                   $3,000
 5 but less than 10 years of continuous service:                 $5,000
10 years of continuous service or more:                           $10,000 

Employee may purchase additional term life insurance at the group rate.

125 Flexible Benefits Plan:  This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit). 

Retirement Plan:  Employees of the County are covered by the County Retirement Law of 1937.  Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information.  NOTE:  If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance.

Deferred Compensation:  The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $22,500 or 100% of your includible compensation, whichever is less.  Individuals age 50 or older may contribute to their plan, up to $30,000. The Roth IRA (after tax) is also now available.

Vacation:  Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years.

Holidays:  Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year.  Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time.

Sick Leave:  12 working days of sick leave annually with unlimited accumulation.  Sick leave incentive:  An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue.  The employee must also be on payroll during the entire calendar year.

Bereavement Leave:  3 days of paid leave for the death of qualifying family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child.

Merit Salary Increase:  New employees will receive the starting salary, which is the first step of the salary range.  After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step.

Job Sharing:  Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources.

Educational Reimbursement Program:  Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year.  Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year.

Parking Supplemental Downtown Stockton:  The County contributes up to $20 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area.

School Activities:  Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities.

Applicants who meet the minimum qualifications will go through the following examination process:

• Written Exam: The civil service written exam is a multiple choice format.  If the written exam is administered alone, it will be 100% of the overall score.  Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. 

• Oral Exam:   The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise.   The oral exam selection process is not a hiring interview.   A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list.  Top candidates from the eligible list are referred for hiring interviews.  If the oral exam is administered alone, it will be 100% of the overall score.  Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list. 

• Written & Oral Exam:  If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement.  Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list.

• Rate-out:  A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process. 

Note:  The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points.

Online Written Exams:  Written exams may be administered online. Candidates will be notified of the examination date and will be responsible to complete the written exam within a given period of time (typically within five calendar days). Candidates are required to read the Online Exam Guide for Test Takers prior to taking an online written exam.