Human Resource Services
Alameda Skyline

Administrative Assistant

Recruitment #11-1142-03

Introduction

THIS EXAM HAS A LIMITED FILING PERIOD

Applications will only be accepted from 8:30am December 6th, 2011 until 5:00pm December 10th, 2011.  All applications must be submitted via the online application system.

On December 6th the "Click Here to Apply" button will appear on this page.  Be aware that if you only complete an application template and fail to submit it to apply for this position, your application will not be accepted. 

The County of Alameda's Behavioral Health Care Services has several immediate openings for Administrative Assistants.  The eligible list resulting from this recruitment and selection process may be utilized for future vacancies which may arise within the next year for this and other County Departments.

It is the mission of Behavioral Health Care Services to maximize the recovery, resilience and wellness of all eligible Alameda County residents who are developing or experiencing serious mental health, alcohol, or drug concerns. We envision communities where people realize their potential, and where stigma and discrimination against those with mental health, alcohol and/or drug issues are a thing of the past.

Only through exemplifying the following Alameda County Behavioral Health Care Services values will we be successful:

ACBHCS

Access -  where every door is the right door for welcoming people with complex needs;

Consumer and Family Empowerment - through shared decision‐making best practices, that clinically produce effective outcomes;

Best Practices - business excellence that uses public resources cost‐effectively;

Health and Wellness - by integrating emotional, spiritual and physical health care;

Culturally Responsive - appropriate services built on the strengths and life experiences of culturally diverse consumers and their families;

Social Inclusion - utilizing advocacy and education to eliminate stigma, discrimination, isolation, and misunderstanding of persons with mental illness and substance abuse.

For more information on Alameda County's Behavioral Health Care Services please visit: http://www.acbhcs.org/ and latest Annual Budget Document found on acgov.org.

 

DESCRIPTION

As stated above, there are several vacancies within the agency.  Below, you will find job descriptions outlining the responsibilities of two of those vacancies, as well as a general definition for additional, forthcoming vacancies.  The responses that you provide in your supplemental application will allow us to determine which vacancy or vacancies you are most qualified for.

Definition:

Under the general supervision of the Administrative Support Manager, the Network Office Administrative Assistant provides paraprofessional-level administrative and/or financial support to a variety of Alameda County Mental Health and Alcohol and Other Drug providers; prepares and processes individual and organizational provider contracts; interacts with other counties and community-based organizations outside of Alameda County in the preparation of contracts; maintains the insurance data tracking system; reviews documents for compliance with governmental policies and procedures; tracks and monitors board letters; generates provider mailings; prepares provider invoices for payment; drafts letters to providers; coordinates the acquisition of procurement contract numbers; provides administrative support to the Network Office Management Team; and performs other related duties as assigned within the classification.

Definition:  
Under general supervision of the Provider Relations Assistant Manager, the Applications Administrative Assistant provides paraprofessional-level administrative support to a network of Mental Health providers concerning the policy and procedures of the Behavioral Health Plan, a government operated, non-profit managed care plan servicing a variety of insurance benefit plans: reviews provider applications to meet credentialing and re-credentialing criteria for the Behavioral Health Plan Providers; answers provider questions and assists them in all areas of the Behavioral Health Plan; composes letters to providers, creates provider databases, does provider mailings, prepares agendas, writes minutes and maintains provider data in a variety of software systems; and performs other duties as assigned within the classification.

 

General Definition:

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.

DISTINGUISHING FEATURES

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.

This class is distinguished from the Administrative Specialist series in that the responsibilities of the latter classes normally involve independent decision-making, development or oversight, of a program or function, the more limited availability or nature of supervision received and a greater scope and complexity of activities, regulations and guidelines.

In addition to meeting the minimum qualifications listed below, the ideal candidate will be a detail-oriented, proactive individual with experience working in a clinical setting with:

  • A competency for accurately completing assignments and tasks, while paying close attention to detail and set processes.
  • A proven track record of consistently managing time and resources in a fast-paced environment to appropriately prioritize and complete goals and objectives.
  • A history of effectively gathering, analyzing and managing data while using critical thinking to complete tasks.
  • A superior command of both written and oral communication with experience interacting with various levels of management and publics, while concurrently demonstrating diplomacy, politeness and tact.
  • A demonstrated ability to take initiative and work independently with confidence.
  • A strong ability to be adaptable to changing situations and environments, with the capability to take instruction from multiple, senior-level staff members.

For a detailed listing of Administrative Assistant duties and essential competency requirements, please see the complete job description by clicking here.

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

The most suitably qualified candidates will possess the following competencies:

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.

EXAMINATION COMPONENTS

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 many be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.

Competitive examinations are progressive and applicants who score the highest on each examination step proceed to the next step until an eligible list of the best qualified is established.  Candidates are then referred from the eligible list when vacancies arise and are "certified" in rank order to the hiring department.  Results of the examination process, ranking on the eligible list, and notice of certification to the hiring department are sent to participating candidates by e-mail.

In cases where there are many vacancies throughout the County, each department may submit a request to “certify the eligible list.”  We will notify you by email when you have been certified.  The certification notice will let you know the name of the department and the location of the current vacant position as well as the next steps to follow in the process. Candidates' names typically remain on eligible lists for one year and are "certified" in rank order to a hiring department only when a vacancy occurs.

Alameda County utilizes the "rule of the five highest scores." This means when a vacancy occurs, the department with the vacancy will interview the candidates with the five highest scores and may select one of them to fill the vacancy.  Departments that have already interviewed candidates in any step of the examination process may choose not to interview candidates again for the same position.

Selection Plan

THIS EXAM HAS A LIMITED FILING PERIOD

Applications will only be accepted from 8:30am December 6th, 2011 until 5:00pm December 10th, 2011.  All applications must be submitted via the online application system.

On December 6th the "Click Here to Apply" button will appear on this page.  Be aware that if you only complete an application template and fail to submit it to apply for this position, your application will not be accepted. 

The examination will consist of the following steps:

  1. A review of candidates' applications 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 supplemental applications to assess the candidates who are deemed best qualified.  Only candidates who are deemed best qualified will be invited to the panel interview process. Possession of the minimum qualifications does not always guarantee further advancement in the selection process; only the “best qualified” applicants may advance to the next steps of the examination.
  3. A panel interview, tentatively scheduled for the days of January 4th, 5th & 6th 2012, which will be weighted as 100% of the candidates' final examination scores.  The oral interview may contain situational exercises.

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance. We reserve the right to make changes to the announced selection process.

If you would like to request an accommodation at any point in the recruitment/selection process please contact Melissa Heitz, Human Resource Services at (510) 272-6468 by December 10, 2011.

 

For more information regarding our Reasonable Accommodation procedures, please visit our website, www.acgov.org/hrs

BENEFITS

ABOUT THE COUNTY

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.

 

BENEFITS FOR NON-MANAGEMENT POSITIONS

MEDICAL PLANS

The County offers HMO and PPO medical plans.  The County has two contributions structures, 1) County contributes 100% of the lowest cost HMO; or 2) County contributes 90% of the HMO plans and 90% of the lowest cost HMO towards the PPO.  The County contribution can be prorated based on the number of work hours up to 50% of the standard hours in a pay period.  If an eligible employee waives all medical coverage through the County, a monthly stipend may be provided.

DENTAL PLANS

The County offers two Dental Plans: PPO and Dental Maintenance Option (DMO). The County contributes 100% of the family coverage for both plans as long as the employee works at least 50% of the standard hours in a pay period. The PPO option plan design is 100% Preventative, 80% Basic Care, 80% Major Care with a $45 per individual deductible and annual maximum up to  $1,450 per year.  The DMO option has an orthodontic benefit for children as well as adults.

VISION BENEFIT

The County offers two Voluntary Vision Plans through Vision Service Plan (VSP) for eligible employees.  The two plans consist of a low option and a high option that offer annual eye exams and coverage for various frames and lenses.  The Voluntary Vision Plan is 100% employee paid and is available for employees and their dependents.  In addition, an annual eye exam is covered for participants in the HMO Medical Plans with corresponding co-pay. 

A Vision Reimbursement Plan is available for some union bargaining units who have a provision in their Memorandum of Understanding that after six months of continuous service, Vision Reimbursement for eye lenses or contacts is provided up to a set dollar amount. This vision reimbursement benefit is available to employees only.

COUNTY ALLOWANCE DOLLARS

The County provides up to $300 of flex dollars annually, dependent upon the eligible employee's represented or unrepresented classification.  These flex dollars can be used to pay for medical premiums.  The unused portion of these flex dollars are deposited into a Health Flexible Spending Account for the employee, which can be used for unreimbursed medical expenses. 

HEALTH FLEXIBLE SPENDING ACCOUNT

Employees may opt to salary contribute on a pre-tax basis up to $5,000 for eligible out of pocket medical, dental and vision expenses such as: prescription co-pays, office visit co-pays, prescription eye glasses or contact lenses.

DEPENDENT CARE ASSISTANCE PROGRAM

For employees who have either children under age 13 or dependents (parent, sibling or in-law incapable of self-care) that are dependent upon the employee for care can salary contribute on a pre-tax basis up to $5,000 annually. These pre-tax dollars can be used to pay for day care expenses provided by a licensed facility.

LIFE INSURANCE

The County pays for a Basic Life Insurance policy of $9,000 up to $20,000 for an employee based on the affiliation with their appropriate union.

COMMUTER BENEFITS

For the 2011 Plan Year, an employee can set aside up to $230 a month in pre-tax dollars to pay for qualified work-related parking and commuting to and from work transit fees.

HOLIDAYS

Most employees are provided 11 paid holidays plus four floating holidays dependent upon the union bargaining unit.

VACATION AND SICK LEAVE WITH PAY

Vacation accrual ranges from two weeks to five weeks depending upon years of service and the union bargaining unit to which the position is assigned. Sick leave accruals are based on the union bargaining unit and are defined in the corresponding Memorandum of Understanding.

EMPLOYEE ASSISTANCE PROGRAM (EAP)

The County has an EAP available for employees, spouses/domestic partners and eligible dependents.  This program provides services such as: counseling, financial consulting, child and elder care consulting and some legal counseling.

DISABILITY or INCOME REPLACEMENT

Two voluntary plans are offered: Short-term Disability and Long-term Disability can be purchased through a payroll deduction or with accrued vacation hours depending upon the union bargaining unit.

LONG TERM CARE

This voluntary benefit extends care for yourself and/or your spouse and/or your parents who experience a serious accident, chronic illness or frailties of old age. Places where care can be provided are: in one’s home, at a nursing home, at an assisted living facility or adult day care center.

 

RETIREMENT

The County retirement program is a Defined Benefit plan and is governed under the provisions of the 1937 Act systems. The County’s retirement is based on one’s age upon entrance, compensation, years of service and specific percentage of employee/employer contributions with the County’s portion vesting after five years of employment.
 
DEFERRED COMPENSATION

The County offers a Deferred Compensation program where an eligible employee can voluntarily contribute on a pre-tax and/or after-tax basis, a minimum of $20 per pay period up to the total annual contribution limit.

ADDITIONAL INFORMATION

VETERAN’S PREFERENCE
Those claiming additional preference points as a VETERAN must submit a copy of the DD214 form on the day of the oral examination. Those claiming additional preference points as a DISABLED VETERAN must submit a copy of the DD214 form and a letter from the Department of Veteran Affairs confirming eligibility for additional points on the day of the oral examination.

REASONABLE ACCOMMODATION
The Human Resource Services Department will make reasonable efforts in the examination process to accommodate qualified individuals with mental and physical disabilities, and/or medical conditions in accordance/compliance with the State Fair Employment Housing Act (FEHA), Federal Americans with Disability Act (ADA) of 1990, and Alameda County Resolution No. R-83-773.  To request reasonable accommodation, you must notify the Human Resource Representative listed on this bulletin as soon as possible and before the last day to file, in order to make the necessary arrangements during each step of the examination process.                                                               (510) 272-3703 (TDD)

DISASTER SERVICE WORKER
All government employees are disaster service workers as defined by California Government Code Section 3100.  In addition to everyday duties, employees have the added responsibility of helping throughout any disaster. 

BACKGROUND INVESTIGATION
An applicant’s previous employment may be investigated.  Results of this investigation may be cause for disqualification.  Also, all convictions will be reviewed and may result in a request for additional information or termination of employment.  A conviction record will not necessarily disqualify an applicant from employment.  Each case will be given individual consideration, based on job-relatedness.

MEDICAL EXAMINATION
All prospective county employees must pass a medical examination before beginning employment.  For positions which require a commercial driver’s license and the performance of functions defined as “safety sensitive,” Federal law and County policy requires that the examination include a drug screening process.  Offers of employment are conditional upon successful completion of this examination.

Alameda County is an Equal Opportunity/Affirmative Action employer.  Women, ethnic and racial minorities and persons with disabilities are encouraged to apply.  Applicants will be considered without regard to their race, color, religion, sex national origin, age, disability, sexual orientation, or any other non-job-related factor.

 

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 insure 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. All notices are generated through an automated email notification system. Replies to the email box 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.

 

Melissa Heitz,  Human Resources Analyst

Human Resource Services, County of Alameda

510-272-6468