Assistant Clerk, Board of Supervisors (Promotional)

THIS IS A PROMOTIONAL RECRUITMENT
Current Alameda County employment and completion by March 19, 2012 of the equivalent of six months of continuous service following a regular appointment in the Alameda County classified service is required (non-classified includes the District Attorney’s Office, the Medical Center, and the Superior Court).  A regular appointment does not include provisional, TAP (Temporary Assignment Pool), or STEP-UP appointments.

The Clerk, Board of Supervisors Office is a division of the County Administrator's Office and is the official repository of documents submitted to the Board of Supervisors (BOS) for approval. The majority of our functions are defined and mandated by various California Statutes, Revenue and Taxation Codes, County Ordinances, Board Resolutions and by Board of Supervisors' policy.

The department is comprised of the following Units:

Board Agenda Unit: Clerks all BOS meetings; prepares, posts, publishes and maintains records; receives and processes claims, law suits and complaints against the County; researches and copies all current and historical records maintained by the Clerk of the Board; posts vacancy notices and maintains records of appointments to Boards, Commissions and Committees; processes legal publications, postings and notices; administers oaths of office for various elected and appointed officials and Board/Commission members; acts as filing officer/official for Statement of Economic Interest forms; updates the County's Administrative and General Ordinance Codes; and provides reception support to the County Administrator's Office Board of Supervisors' offices.

Assessment Appeals Unit: Receives and processes assessment appeal applications; schedules and clerks hearings in accordance with legal requirements; maintains minutes and official records; processes requests for cancellation of taxes; provides administrative support to Assessment Appeal Board members and Hearing Officers; and provides assistance and education to the general public on the assessment appeals process.

The Assistant Clerk of the Board assists in the day-to-day supervision and administrative operations of the Clerk of the Board of Supervisors’ Office, and in the absence of the Clerk of the Board acts as ex-officio clerk of the governing body of special assessment and taxing districts for which the Board acts. The Assistant Clerk of the Board is a single position classification in the Clerk of the Board of Supervisors’ Office, a division of the County Administrator’s Office.  The position reports to the Clerk, Board of Supervisors.  The position works closely with the Clerk of the Board to manage, administrate and supervise the operations of the Clerk of the Board Office, including Board Records and Assessment Appeals activities.

In addition to meeting the minimum qualifications stated below, the Assistant Clerk of the Board will have a solid history as a/an:

• Strong leader who aligns the organization’s vision and values and manages work groups by inspiring, advising and delegating subordinates; facilitates goal accomplishments through tracking and evaluating performance to ensure success and inspire support; monitors and acknowledges front line staff
• Great communicator and listener, quick and clear thinker, calm under pressure
  Sound decision maker with the ability to identify & understand complex problems and concepts, apply logical thinking and exercise good judgment based on available data, design solutions to problems, formulate and articulate action plans proactively and collaboratively
• Advanced user of computer applications who champions technology and adapts to the latest trends in order to maximize performance management processes
  Politically astute leader, possessing the skills necessary for identifying, navigating and successfully interacting within the dynamics of the organization while maintaining sensitivity to the competing needs of a wide variety of internal and external stakeholders
• Strong collaborator, adept in identifying opportunities and taking action to build strategic relationships to help achieve agency goals
• Customer focused organizational representative who effectively meets the needs of customers and easily adjusts within diverse populations and builds productive internal and external customer relationships as well as takes responsibility for customer satisfaction
• A track record of planning and organizing work activities and managing several tasks at once while establishing courses of action for self and others to ensure that work is completed efficiently
• Adaptable contributor, maintaining effectiveness even when experiencing changes in work responsibilities and deadlines.

Either I

Experience
The equivalent of two years full-time experience in the class of Clerk of the Board Services Manager in the Alameda County classified service.

Or II
Education
Possession of a Bachelor’s degree from an accredited college or university in a related field.

And
Experience
The equivalent of five years of administrative management experience which would provide the knowledge and abilities listed below. Experience working at supervisory or lead level within a Clerk of the Board function may be substituted for the required education on a year-for-year basis.

Or III

Experience
A combination of training, education and experience that is equivalent to one of the patterns listed above that will provide the required knowledge and abilities.


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.

• Supervises, assigns and directs staff responsible for activities of the Clerk of the Board including receiving, forwarding, indexing, filing, certifying, microfilming and preserving all documents, papers, petitions and records presented to the Board of Supervisors or the Clerk of the Board.
• Supervises and performs the clerical work relating to receiving, reviewing and maintaining of all official records and papers of the Assessment Appeals Board and its proceedings; may act as hearing room clerk, introducing items on the calendar and taking minutes of actions and proceedings.
• As needed, attend meetings of the Board of Supervisors, introducing items on the agenda and directing the recording, administering and maintaining of the official records of the Board actions and proceedings; advises the Board on procedural requirements for taking complete and correct actions; ensures conformance with various laws.
• Coordinates information technology programs and improvements.
• Develops and maintains standards for work performance and keeps work performance records.
• Recommends to the Clerk of the Board on staff hiring, change of assignments/duties, promotions, demotions, transfers, suspensions or termination.
• Functions as office manager and directs staff on operational activities (e.g., ordering supplies, etc.).
• Assists in training and evaluating the work of staff.
• Supervises the preparation of, or prepares ordinances, resolutions and other official actions and authenticates them with his/her signature and with the official seal of the County.
• Executes orders of the Board as directed; supervises the preparation of resolutions and minute orders.  Interprets the actions of the Board to departments and districts, and to the public when required by law or policy.
• Functions as a team member with the Board, its staff members, the County Administrator’s Office, and County departments.
• Directs the drafting of special or unusual resolutions, minute orders, and related correspondence which interpret the actions of the Board.
• Assists in the issuing of school and other bonds; the receiving, opening and awarding of bids for school and other bonds, and for County construction projects and the receiving, executing, indexing and maintaining of all contracts and agreements and their supporting bonds.
• Answers difficult questions from the public concerning the County and the work of the department; deals with inquiries and complaints directed to the Board personally or directs them to the proper source for handling; gives other information related to the interpretation of the actions of the Board to departments and other interested parties.
• Assists the Clerk with departmental budget reviews/recommendations.
• Maintains budget accounting and controls for department; advises the Clerk on the status of accounts and any problem areas.
• Coordinates with the Human Resource Services department on personnel policies and procedures; is involved in other personnel activities such as classification reviews, and selection of personnel.
• Establishes controls, and evaluates the operation of overall departmental policy, programs, and procedures to ensure accomplishment of departmental objectives and to ensure the highest level of customer service.
• May take the lead or coordinate Public Record Act requests.
• May represent the department on specific administrative matters in dealings with other departments and agencies; participates in meetings and conferences including some evening meetings; answers requests for information.
• In the absence of the Clerk of the Board, acts as Administrator and Clerk of the Assessment Appeals Boards, as Clerk of the Alameda County Flood Control and Water Conservation District, Surplus Property Authority, Public Facilities Corporation, Industrial Development Authority, IHSS Public Authority, City Selection Committee and the Alameda County Redevelopment Agency.
• Screens documents received; directs preparation of agenda, and procures logistical requirements for Board meetings.

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.

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.

We reserve the right to make changes to the announced selection process.

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 PM, 3/30/2012 (applications will be accepted on-line only)

Application Review for screening for minimum qualifications and supplemental questionnaire review for "Best Qualified": 4/6/2012

Panel Interviews: The week of 4/23/2012

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 Disabilities Act (ADA) of 1990, and Alameda County Resolution No. R-83-773.  To request an accommodation due to a disability during this or other phases of the selection process, please contact the Human Resource Services Department at (510) 272-6472 before the final filing deadline. Alameda County Human Resources Services will require documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a permanent disability pursuant to the U.S. Equal Employment Opportunity Commission's statute of the Americans with Disability Act of 1990, as amended, and/or the California Department of Fair Employment and Housing (DFEH) Act.

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

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.

MANAGEMENT EMPLOYEE BENEFITS

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.  Employees pay any additional premium costs if they chose an alternate HMO or PPO Plan. 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 up to 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. 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 available to employees and their dependents.  In addition, an annual eye exam is covered for participants in the HMO Medical Plans with corresponding co-pay. 

LIFE INSURANCE

The County pays for a Basic Life Insurance policy of $25,000.  Supplemental Life Insurance for an employee can be purchased in $10,000 increments up $1,000,000.  Supplemental Life Insurance can also be purchased for spouse/domestic partner and/or eligible dependent children.

ACCIDENTAL DEATH & DISMEMBERMENT (AD&D) INSURANCE

An employee can purchase either a policy for themselves or a family policy in $25,000 increments up to $500,000.

COUNTY ALLOWANCE DOLLARS

The County provides up to $2900 of flex dollars annually, dependent upon the management employee's represented or unrepresented classification.  These flex dollars can be used to pay for medical, Supplemental Life and/or AD&D premiums.  The unused portion of these flex dollars are deposited into a Health Flexible Spending Account for the management 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 $10,000 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 contribute salary 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.

 

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

Eleven paid holidays plus two or four floating holidays depending on the union bargaining unit.  Represented management employees are entitled up to three additional days of management paid leave. Unrepresented management employees are entitled up to seven days of management paid leave.

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 accrues at the approximate rate of one-half day per bi-weekly pay period.  Exact rate is based on the union bargaining unit and is defined in the corresponding Memorandum of Understanding.

VACATION PURCHASE PROGRAM

The County allows you to purchase one or two additional weeks of vacation through payroll deduction.  Exact benefit is based on the union bargaining unit and is 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.  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. (With regard to Project positions - Regularly appointed incumbents in full-time, non-project positions in the Alameda County classified service who are current members of the retirement system and who are appointed, without a break in service or status to a project position can elect to remain in the retirement system.  Individuals hired into a project position and subsequently appointed to full-time, non-project positions become members of the retirement system at the time of the regular appointment.  Computations and determinations of eligibility for retirement shall be based on the date of the regular appointment, with entitlements being prospective from that date.)

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.

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 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 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.

Janet Sapenter, Human Resources Consultant
Human Resource Services, County of Alameda
510-272-6439